Cloud Oracle Recruiting · 2020-02-11 · Oracle Recruiting Cloud Using Hiring Preface i Preface This preface introduces information sources that can help you use the application

Oracle RecruitingCloud

Using Hiring

20A

Oracle Recruiting CloudUsing Hiring

20APart Number F24407-02Copyright © 2011, 2020, Oracle and/or its aliates. All rights reserved.

Author: Viviane Filloles

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Contents

Preface i

1 Overview 1Overview of Using Hiring ............................................................................................................................................................. 1

2 Job Requisitions 3Job Requisition Creation Process .............................................................................................................................................. 3

Job Requisition Phases and States ........................................................................................................................................... 3

Create a Job Requisition ............................................................................................................................................................. 4

Create a Job Requisition Based on a Position ....................................................................................................................... 6

Post a Job Requisition ................................................................................................................................................................. 7

Job Board Posting ........................................................................................................................................................................ 8

Agency Hiring ................................................................................................................................................................................ 8

Invite Agents to Submit Candidates for a Job Requisition .................................................................................................. 9

Invite Candidates to Apply on Job Requisitions Not Posted ............................................................................................. 10

Fill a Job Requisition .................................................................................................................................................................. 10

Automatically Fill a Job Requisition ......................................................................................................................................... 11

Preview a Job Requisition .......................................................................................................................................................... 11

Suspend a Job Requisition ......................................................................................................................................................... 11

Actions to Perform on Job Requisitions ................................................................................................................................ 13

Create a Pipeline Job Requisition ............................................................................................................................................ 15

View Pipeline Job Application Content in a Linked Requisition ....................................................................................... 16

How Locations and Work Locations Work Together ........................................................................................................... 17

Prescreening Questionnaire ...................................................................................................................................................... 18

Edit a Prescreening Questionnaire in a Job Requisition .................................................................................................... 20

Reorder Questions in a Prescreening Questionnaire ......................................................................................................... 20

Score Prescreening Questions ................................................................................................................................................. 20

Job Requisition Multilingual Content ...................................................................................................................................... 21

Job Requisitions in Workforce Modeling ............................................................................................................................... 22

3 Candidate Search 23Candidate Search ........................................................................................................................................................................ 23


4 Prospects and Candidates 25Prospect ........................................................................................................................................................................................ 25

Create a Candidate Prole ........................................................................................................................................................ 25

Run a Candidate Duplicate Check ........................................................................................................................................... 26

Merge Candidate Files ............................................................................................................................................................... 26

Add a Candidate to a Job Requisition ................................................................................................................................... 27

Candidate Identity Verication by Email or Phone Number ............................................................................................. 28

Prospects and Candidates FAQs ............................................................................................................................................. 29

5 Candidate Job Applications 31Candidate Job Application ......................................................................................................................................................... 31

How You Set Your View To View Candidate Job Applications .......................................................................................... 31

Take Action on Many Candidate Job Applications at Once ............................................................................................... 31

How Candidate Job Applications Are Conrmed ................................................................................................................ 32

Recommended Candidate Job Applications ......................................................................................................................... 32

Job Application Flow .................................................................................................................................................................. 33

Request More Information Flow .............................................................................................................................................. 33

Candidate Legislative and Diversity Information ................................................................................................................. 33

Candidate Job Application FAQs ............................................................................................................................................ 34

6 Candidate Pools 37Candidate Pool ............................................................................................................................................................................ 37

Candidate Pool Process Phases and States .......................................................................................................................... 37

Create a Candidate Pool ........................................................................................................................................................... 38

Add a Candidate to a Candidate Pool .................................................................................................................................... 39

Move a Candidate in a Candidate Pool ................................................................................................................................. 39

Talent Community Pool ............................................................................................................................................................ 39

Candidate Pool FAQs ................................................................................................................................................................ 40

7 Recruiting and Social Media Campaigns 41Create a Recruiting Campaign ................................................................................................................................................. 41

Create a Recruiting Campaign from a Candidate Pool ...................................................................................................... 44

Details on Recruiting Campaigns ............................................................................................................................................ 44

Actions to Perform on Recruiting Campaigns ..................................................................................................................... 45

Create a Social Media Campaign ............................................................................................................................................ 46


8 Candidate Interviews 49Schedule Interviews for Candidates ....................................................................................................................................... 49

Interview Schedule Seings ...................................................................................................................................................... 51

Candidate Interview Notications ............................................................................................................................................ 51

Ask For Feedback About a Candidate Interview .................................................................................................................. 52

Interview Questionnaire ............................................................................................................................................................. 53

Candidate Interview FAQs ......................................................................................................................................................... 53

9 Candidate Selection Processes 55Candidate Selection Process .................................................................................................................................................... 55

Candidate Selection Process Phases and States ................................................................................................................. 55

How You Move a Candidate in the Candidate Selection Process .................................................................................... 56

View the Phase and State of a Candidate Job Application ............................................................................................... 57

Candidate Selection Process FAQs ......................................................................................................................................... 57

10 Screening Services 59Background Check ..................................................................................................................................................................... 59

Assessment .................................................................................................................................................................................. 59

Tax Credit Screening ................................................................................................................................................................. 60


11 Job Oers 61Where You Can See Job Oers ............................................................................................................................................... 61

Job Oer Life Cycle .................................................................................................................................................................... 62

Job Application States Within the Job Oer Phase ............................................................................................................ 62

Job Oer Actions and Privileges ............................................................................................................................................ 64

Create a Job Oer ...................................................................................................................................................................... 67

Actions Available Based On Employment Scenarios ........................................................................................................... 71

Create a Job Oer Based on a Position ................................................................................................................................ 72

Adjust an Oer Leer ................................................................................................................................................................ 74

Submit a Job Oer for Approval ............................................................................................................................................. 74

Approve a Job Oer .................................................................................................................................................................. 74

Preview a Job Oer .................................................................................................................................................................... 75

Extend a Job Oer ..................................................................................................................................................................... 75

Bypass Extending a Job Oer ................................................................................................................................................. 76

Respond to a Job Oer ............................................................................................................................................................. 76

What Happens When a Candidate Accepts a Job Oer? ................................................................................................... 77

Redraft a Job Oer .................................................................................................................................................................... 78

Job Oers Respect Headcount of Job Requisitions and Positions .................................................................................. 79

Job Oer Multilingual Content ................................................................................................................................................ 80

Job Oer FAQs ........................................................................................................................................................................... 80

12 HR Specialists and Job Oers 83Job Oers: How They're Processed in HR ............................................................................................................................ 83

Job Application States Within the HR Phase ........................................................................................................................ 83

External Job Oers: How They're Processed ....................................................................................................................... 84

Internal Job Oers: How They're Processed ........................................................................................................................ 86

Complex Job Oers: How They're Processed ...................................................................................................................... 88

Unsuccessful Job Oers: How They're Handled ................................................................................................................. 90

13 Notications and Interactions 93Notications Sent Automatically During the Candidate Selection Process .................................................................... 93

Send Notications Manually to Candidates .......................................................................................................................... 93

Enter Notes About Interactions with a Candidate ............................................................................................................... 94

14 Sources 97Source Tracking .......................................................................................................................................................................... 97


15 Current Jobs 103Current Jobs ............................................................................................................................................................................... 103



Preface

i

PrefaceThis preface introduces information sources that can help you use the application.

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Preface

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Chapter 1Overview

1

1 Overview

Overview of Using HiringWith Hiring, recruiters and hiring managers can nd the best candidates for a job. Hiring provides tools to source andnurture candidates, create and manage job requisitions, screen and select candidates, create and manage job oers,and onboard new employees into the organization. It also provides career sites for employees and external candidatesto search, discover, and apply to jobs using a smooth application process.

Let's look at some of the key features.

Job RequisitionsYou create job requisitions as per the specic requirements of a job for which a candidate must be hired. A jobrequisition can contain prescreening questionnaires and screening services such as background checks. You post jobrequisitions on the career site which the candidates visit as they search for jobs to apply for or refer people for the job.

Recruiting CampaignsYou create recruiting campaigns to advertise job requisitions and promote other recruitment initiatives. For example,you can use campaigns to invite candidates to RSVP recruiting events, or advertise about the company's benets andcorporate culture.

Candidate SelectionYou search the database to nd qualied candidates for current or planned jobs. You can match candidates to the jobrequisitions. You can also put candidates in candidate pools for managing the sourcing activities for current or futurejob positions that you're currently recruiting for. You can move the candidate's job applications after they have appliedto the job requisitions during the selection process. The candidate selection process tracks and manages candidatesfrom the time their job application is conrmed to the time that they're hired.

Job OersYou create job oers by providing details such as proposed start date, job assignment, salary, or other compensation.You extend job oers to candidates. Candidates receive the oers, consider the content, and respond to the oers byeither accepting or declining them. When the candidate accepts the job oer, the candidate job application is handedover to the HR specialist who nalizes the HR records for this worker.


Chapter 1Overview

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Chapter 2Job Requisitions

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2 Job Requisitions

Job Requisition Creation ProcessThere are three scenarios to create job requisitions depending on your privileges and roles.

• Recruiter process: As a recruiter, you're responsible for the entire job requisition creation process. You initiatethe creation of the job requisition. You enter details about the job requisition. You submit the job requisitionfor approval. Once the job requisition is approved, you enter the job formaing information and post the jobrequisition on career sites.

• Hiring manager process: As a hiring manager, you're responsible for the entire job requisition creation process.You initiate the creation of the job requisition. You enter details about the job requisition. You submit the jobrequisition for approval. Once the job requisition is approved, you enter the job formaing information andpost the job requisition on career sites.

• Shared process: The process is shared between the hiring manager and the recruiter. The hiring managerinitiates the creation of the job requisition. The recruiter receives a notication to enter details about the jobrequisition. The recruiter submits the job requisition for approval. Once the job requisition is approved, therecruiter enters the job formaing information and posts the job requisition on career sites.

Job Requisition Phases and StatesA job requisition goes through dierent phases and states during its creation process. The phase and state of a jobrequisition is displayed on the Job Requisitions list and also within a job requisition, in the Overview and Progress tabs.

The table lists the phases and states of a job requisition.

Phase State

Draft

In Progress

Approval

Pending Rejected Canceled

Job Formaing

In Progress Canceled

Posting

In Progress Canceled



4

Phase State

Open

Not Posted Scheduled Posted Expired Unposted Suspended Filled Canceled

Create a Job RequisitionYou create a job requisition to specify the requirements of a job for which a candidate must be hired.

Here are the main steps to create a job requisition:

1. Initiate the creation of the job requisition.2. Enter details about the job requisition.3. Submit the job requisition for approval.4. Enter job formaing information.5. Create an interview schedule.

During the job requisition creation process, you can view the progress of the job requisition in the Progress tab. You cansee the date of creation of the job requisition, its phase and state, the start date of the phase, and the time spent on thephase.

Initiate the Creation of the Job RequisitionYou initiate the creation of a job requisition by selecting how you want to start o the creation process.

You can initiate the process from the Hiring work area or using the Create Job Requisition action on the Quick Actionspage.

1. On the Job Requisitions page, click Add.2. In the Requisition Type eld, select Standard.3. In the Use eld, select how you want to create the job requisition. Possible choices are:

◦ Blank Requisition: You create the requisition using a blank form.

◦ Existing Requisition: You create the requisition by duplicating an existing job requisition. Fields (exceptthe Requisition Number) in the new requisition are pre-populated with eld values from the source jobrequisition. If a job requisition template was used to create the source job requisition, it's displayed in theRequisition Template eld in the new job requisition. The new job requisition considers only the values ofthe source job requisition elds and not the content of the template.



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◦ Template: You create the requisition using a job requisition template. The templates you can selectmatch the recruiting type and primary location of the requisition. Your access to the templates displayedby the selector depends upon the organization selected on the templates and the organization securityprole of your data roles. You will nd many of the requisition elds pre-populated based on the selectedtemplate.

◦ Position: You create the requisition by selecting a position to base it upon.

◦ Job: You create the requisition by selecting a job to base it upon.

You can also initiate a job requisition using a workforce model.

1. In the My Team work area, select Workforce Modeling.2. Open a workforce model.3. Use the Create Requisition action.

Once the workforce model is ready, you can implement the model to create or update job requisitions within Hiring. Themodel is implemented if there are no conicts between the model and the existing job requisitions. For details, see JobRequisitions in Workforce Modeling.

Once you have initiated the process, the job requisition is set to Draft - In Progress.

Enter Details About the Job RequisitionYou now need to enter all the information required for the job requisition. Navigate to each section of the job requisitionand complete the elds.

If you're a recruiter, you need to enter a value in the Organization eld. If you're a hiring manager you need not do so.

Consider the following regarding specic elds:

• The organization security prole of your data roles controls the items displayed by the Organization, LegalEmployer, and Department selectors.

• The eld values in the Requisition Structure section are defaulted from the job requisition template. Values arecopied only if there are no values in the requisition. For example, the primary location set on the job requisitiontemplate won't be copied in the job requisition if a value is dened in the requisition.

• The Business Unit, Department, Legal Employer, and Primary Work Location eld values are defaulted from thehiring manager. If you change the hiring manager, a message appears asking you if you want to change thevalues of the job requisition to those of the hiring manager.

Once you have entered all the details about the job requisition, the job requisition status is Draft - In Progress.

Submit the Job Requisition for ApprovalYou submit the job requisition for approval using the Submit buon.

By default the job requisition is set to Job Formaing - In Progress, and an approval isn't required.

In case the approval process is enabled:

• The job requisition is set to Approval - Pending.

• The job requisition is routed automatically to the hiring manager's rst-level manager, who's the rst approver.

• If the hiring manager's rst-level manager approves the job requisition, the job requisition is routedautomatically to the hiring manager's second-level manager, who's the second approver.

• If the hiring manager's second-level manager approves the job requisition, the job requisition is set to JobFormaing - In Progress.



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Once a job requisition is sent for approval, you can't edit most of the job requisition elds. When the job requisition isapproved, you can use the Redraft Job Requisition action to return the job requisition to the draft status and change thevalues of the elds. When you redraft a job requisition, the job requisition is set back to Draft - In Progress and the jobrequisition must be submied again to go through the approval process if required.

Enter Job Formaing InformationOnce the job requisition is approved, the Job Formaing tab becomes available. This is where you select descriptionsand media you want to share with candidates.

You can use the Employer Description and Recruiting Organization Description elds to select predened descriptionsof the employer, organization, department, or team for which the candidate is hired.

You can select images and videos to be shown to the candidates. For example, images of the facilities, video of thecorporate history of the organization, video of testimonials from current employees. When you add a URL for a video,by default the Thumbnail URL automatically points to a high-quality version of the video. It's recommended that youadd URLs of the type HTTPS to avoid displaying insecure items in a secure career site page. You can select specicimages and videos to be shown to the candidates who will receive job oers.

You can select the languages in which each media item is available and translate the media title in the appropriatelanguages.

Once you have entered job formaing information, the job requisition status is Job Formaing - In Progress.

Create an Interview ScheduleWhen the job requisition is in the approval phase or later phases, the Interviews tab becomes available. If you havethe Manage Job Requisition Interview Schedule privilege, you can create interview schedules, take action on existingschedules, view interviews in the interview schedule, take actions on interviews.

Create a Job Requisition Based on a PositionYou can create a job requisition by selecting a position to base it upon.

1. On the Job Requisitions page, click Add.2. In the Requisition Type eld, select Standard.3. In the Use eld, select Position.4. Select a business unit.5. Select a position available within your organization.6. Click Continue.7. Complete elds as for a standard job requisition.8. Click Submit.

As you create a job requisition from a position, relevant position eld values such as Job and Grade are added to therequisition. Info from the job associated to the position is also added to the requisition. You can modify these defaultposition values.

The position that you selected may have a job requisition template associated to it. You can modify the recruiting-specic elds such as Recruiter, Hiring Team, Description, and so on which are pre-populated by the template.



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If a prole is associated to the position, info from the prole is also defaulted to the requisition. Note that the jobdescription is set on the prole, and that description is defaulted in the requisition posting description. Job requisitionelds aren't synchronized with the position.

Once a job requisition is created, any change in the values of the position have no eect on the requisition values.

Job requisition elds aren't synchronized with the position. Let's say you change the values of the position after creatinga job requisition, this action has no eect on the job requisition values.

Here's the list of Position eld values added to the job requisition:

• Position

• Number of Openings / Unlimited Openings

• Regular or Temporary

• Full Time or Part Time

• Business Unit

• Department

• Primary Work Location

• Job

• Grade

• Requisition Title

• These elds from the prole associated to the position, if any

◦ All elds from the Work Requirements section

◦ Internal Description

◦ External Description

• These elds from the job associated to the position

◦ Job Family

◦ Job Function

◦ Management Level

Post a Job RequisitionYou post a job requisition to a career site or job board for candidates to apply to the job.

After you create a job requisition and are done entering all the relevant details and job formaing information, use theMove to Posting action to move the job requisition to the Posting phase. You can also use the Open for Sourcingaction to move the job requisition directly to the Open phase without posting the job requisition rst. Let's see how topost a job requisition.

1. Open a job requisition.2. In the Actions menu, select Move to Posting or Open for Sourcing.3. Click the Posting tab.4. On the Posting page, decide if the job requisition is posted for internal candidates, external candidates, or both.

Click the Edit buon.5. Select the posting schedule: Post Now, Post Later, or Do Not Post.



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6. Depending on the schedule you selected, enter the start date, the expiration date, and the time zone.7. Click Save.

Here's what happens to the job posting after you click Save:

• If the posting is done right away, the job requisition changes to Open - Posted.

• If the posting is done later, the job requisition changes to Open - Scheduled.

• If the job requisition is Open - Scheduled, it's posted to the career sites when the start date is reached and thestatus is changed to Open - Posted.

• If the posting expiration date is reached, the job requisition is removed from the career sites and the status ischanged to Open - Expired after the two postings (internal and external) have expired.

• Let's say posting jobs to Google is enabled within your organization and you post a job requisition to anexternal career site. In such a case, Google is notied that a new job is available to be posted on Google.

When the job requisition is posted externally and its status is Open - Posted:

• You can add prospect candidates to the job requisition.

• You can refer prospect candidates to the job requisition.

• Candidates can apply on the job requisition which creates a job application for that specic requisition.

Job Board PostingIf a job distribution partner service is enabled within your organization, you can post job requisitions to job boards. Let'ssee how to do this.

• On the partner's portal, select the job boards where you want to post the job requisition. All the required jobrequisition elds are populated on the partner's portal.

• Let's say that the partner supports multilingual postings and the job requisition is available in more than onelanguage. In such a scenario, the job requisition data in all the languages is also available on the partner'sportal. You can simply enter any additional information required and schedule the posting in multiplelanguages on the partner's portal.

• After the job requisition is posted on the partner's portal, you can review the status of the posted job requisitionon the job requisition's Posting tab.

• You want to edit previously entered information, change posting dates, or post the job in an additionallanguage? All you need to do is to access the partner's portal and edit the job posting information provided thejob requisition is either already posted or scheduled to be posted. Furthermore, you can also remove a posting.

• As soon as the job requisition posting ends, the job requisition status changes to Open - Expired and you'renotied to remove the job from the job boards. In case the job requisition is lled or canceled, it's automaticallyremoved from the job boards.

Agency HiringA hiring agency is an outside rm who will help organizations nd candidates for a job.

Here's how agency hiring works:

• The administrator creates a hiring agency and associates one or more agents to it.



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• The recruiter chooses agents from an agency. These agents are sent an invitation to submit candidates for thejob requisition.

• Agents have access to an agency portal where they can perform several tasks such as submiing candidates fora requisition, creating candidate proles, viewing their referrals, viewing job applications of talent sourced bythe agency.

• When a candidate is referred by an agent, the information is tracked in the candidate le Source Informationsection. You can see the source medium Agency Referral and the source which is the name of the agency thatsubmied the candidate.

Agency PortalStang agents have access to an agency portal where they can perform several tasks such as submiing candidatesfor a requisition, creating candidate proles, viewing their referrals, viewing job applications of talent sourced by theagency.

The agency portal is organized into four areas:

• Invitations: Agents can view job requisitions for which they were invited to submit candidates. Agents canclick the Submit Candidate buon to submit a candidate for a requisition. The list of candidates available forselection are candidates not already submied for the requisition and candidates who were sourced by theagency for a specic period of time. Candidates are added to the requisition as prospects.

• Talent: Agents can view the list of candidates sourced by the agency. Agents can click the Add buon to createa candidate prole. When saving the information entered about the candidate, a check is done to verify if thecandidate already exists in the agency database. If no duplicate is found, the agent can continue the creationprocess. An email is sent to the candidate to inform them that a prole was created. The candidate accesses thecandidate self service area of the career site to review their prole and make changes, if any.

• Referrals: Agents can view candidates they referred and their status.

• Job Applications: Agents can view job applications for talent sourced by their agency.

Invite Agents to Submit Candidates for a Job RequisitionYou can invite agencies to submit candidates for specic requisitions.

1. Open a job requisition.2. Click the Posting tab.3. On the Posting page, go to the Stang Agents section.4. In the Agent selector, click Advanced Search.5. Select one or more agents.6. Click Save and Close. You're back on the Posting page.7. In the Stang Agents section, click Invite Agents to send agents an invitation to submit candidates for the job

requisition.

You can see these useful metrics about the agent selected by you.

• Number of Invitations to Submit Candidates: Number of job requisitions the agent was invited to submitcandidates for.

• Percentage of Successful Job Applications: Percentage of job applications submied by the agent where thecandidates were oered a job.



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• Average Time to Oer Phase: Average time required by the agent to source candidates through to the Oerphase.

When a candidate is referred by an agency, the information is tracked in the candidate le Source Information sectionwhere you can see these info:

• Source medium: Agency Referral

• Source: Name of the agency that submied the candidate.

Invite Candidates to Apply on Job Requisitions NotPostedYou can invite candidates to apply on a job requisition that's currently not visible to other candidates.

Let's assume that your organization wants to ll a high-level job or even a replacement and they want to keep itcondential. In such a situation, when your organization doesn't want to publicize their job requisition you perform thefollowing steps to invite a candidate:

1. Open a job requisition.2. In the Conguration section, click Edit.3. Select the option Allow Candidates to Apply When Not Posted .4. Click Save.

You're almost done. You can now add candidates to the job requisition using the Add Prospect action or the Add toJob Requisition action. Candidates receive an email containing a link to apply for the job. Candidates are redirected toan external or internal career site depending on the candidate type. For a job that's not posted, using this link is the onlyway candidates can apply for the job as it won't be there in the job list on the career site.

Note: You can change the value of the Allow Candidates to Apply When Not Posted option in all phases of therequisition lifecycle except when the state of the phase is Canceled, Filled, or Rejected.

Fill a Job RequisitionUse the Fill Job Requisition action to indicate that the required number of candidates was hired for the job requisition.The action is available when the job requisition is in phase Open, except Open - Canceled and Open - Filled.

These are the sequence of events that happen when you ll a job requisition.

• The job requisition is removed from the Job Requisitions list as it's ltered out by default.

• The state of active candidates who applied on the job requisition is changed to Rejected.

• After all the openings of a job requisition are lled, you're notied that you can close the job requisition.

You can't ll a job requisition if candidate job applications have these statuses.

• Oer - Pending Approval: To close the job requisition, the candidate job application must be withdrawn fromthe oer approval cycle by the submier or it must be rejected by the approver.



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• Oer - Extended: The job requisition can't be lled if a job oer was extended to a candidate. To close the jobrequisition, the candidate need to accept the job oer so that you can start the HR phase to hire the candidate.Or, you can reject the candidate manually and inform the candidate.

• Oer - Accepted: The job requisition can't be lled if a job oer was accepted by a candidate. To close the jobrequisition, the candidate job application must be pushed in the HR phase.

To view job requisitions that were lled, use the Include Inactive Requisitions lter on the Job Requisitions list.

Automatically Fill a Job RequisitionYou can automatically change the status of a job requisition to "Filled" once the number of hired candidates matchesthe number of openings on the job requisition.

To enable this feature, when you create a job requisition, use the Automatically Fill Requisition option available inthe Conguration section. You will nd situations when the Automatically Fill Requisition option is enabled yet the jobrequisitions aren't automatically lled. This happens when the job applications have these statuses.

• Oer - Pending Approval

• Oer - Extended or later in the selection process (but not in the HR phase) which includes:

◦ Oer - Accepted

◦ Custom phases after the Oer phase, but not the terminal states Rejected by Employer, Withdrawn byCandidate. Job applications in terminal states don't prevent automatic lling.

When a job requisition is automatically lled:

• Active job applications are moved to the Rejected by Employer state of the phase they're currently in.

• The job requisition is automatically unposted from all career sites and job boards.

• A notication is sent to all members of the hiring team to inform them that the requisition is lled.

Preview a Job RequisitionYou can use the Preview Job Requisition action to see how the information is shown to candidates in the career sites.

1. Go to the Job Requisitions page.2. Click on a job requisition.3. In the Actions menu, select Preview Job Requisition.4. In the Preview eld, indicate if you want to preview the requisition as an internal or external candidate, on a

desktop computer or on a mobile device. Only active external career sites for which the job requisition's contextmatches the lters of the site are available for selection.

5. In the Language eld, select the language to preview the requisition. You can preview the information in thedierent languages that are active for the job requisition.



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Suspend a Job RequisitionYou can use the Suspend Job Requisition action to suspend some activities associated with a job requisition andindicate that it's currently on hold. You may want to do that when there is a hiring freeze or you want to postpone thehiring. This prevent further actions on job applications until the requisition is resumed.

Note: Only users with the Update Job Requisition privilege can suspend a job requisition.

You can suspend a job requisition when it's in the Open phase. However, you can't suspend a job requisition when:

• The requisition is already on hold.

• The requisition is closed (Open - Canceled or Open - Filled).

• There are active job applications on the requisition which are on Oer - Draft status or later, but not in the HRphase.

When you suspend a job requisition, the following occurs:

• The requisition is moved to the Open - Suspended status.

• Current or scheduled posting on career sites are canceled. If the requisition is posted on job boards, you'reasked if it should be unposted from job boards or not.

• The option Allow Candidates to Apply When Not Posted is deselected.

• A notication is sent to the hiring team.

Here's a list of the actions you can and can't do when a requisition is suspended.

Actions you can do Actions you can't do

Redraft the job requisition. Thisaction is only available when there areno job applications on the requisition.

Add candidates to the requisition.

Close the job requisition.

Create an oer for a job application.

Move a job application to theRejected by Employer or Withdrawnby Candidate state.

Move a job application to any state other than Rejected by Employer or Withdrawn byCandidate.

Collect feedback for a job application.

Schedule an interview.

Send emails to candidates.

Add interactions on job applications.

Automated actions dened in thecandidate selection process for jobapplications are executed as usual.



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Actions you can do Actions you can't do

You can lter the requisitions list to see only requisitions that are suspended.

When you are ready to reactivate a requisition that was put on hold, use the new Resume Job Requisition action.

Note: Only users with the Update Job Requisition privilege can resume a job requisition.

When you resume a job requisition, the requisition is moved back to the state where it was before being suspended.However, the requisition will not be posted back on career sites. Its status will be set to Open - Unposted if it waspreviously posted or scheduled to be posted.

Actions to Perform on Job RequisitionsYou can perform several actions on job requisitions from the Job Requisitions list or using the Actions menu in a jobrequisition.

The actions available in the Actions menu depend on which privileges you have and if they're relevant to the phase andstate of the job requisition. All other actions are disabled.

Edit a Job Requisition

You can modify a job requisition when it's draft. You need the Update Job Requisition privilege.

You can also change the value of most elds in a job requisition when the requisition is no longer in the draft phase. Todo that, you need these privileges:

• Update Job Requisition

• Update Job Requisition After Draft Phase

Here's a list of elds that you can't modify when the job requisition is no longer draft

• Recruiting Type

• Requisition Template

• Requisition Number

• Position

• Organization

• Primary Location

• Other Locations

• Job Family

• Job Function

• Business Unit if the requisition is based on a position or job

• Job if the requisition is based on a position or job



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• Candidate Selection Process

• Screening Services

• Application Flow (when there are job applications)

• Questionnaires (when there are job applications)

Redraft Job RequisitionWhat if you realize that you need to change the values of the elds after the job requisition was submied. To unlockthe elds for editing, use the Redraft Job Requisition action to put the job requisition status to Draft.

When you use this action, the job requisition is set back to Draft - In Progress. If the job requisition is posted, you'reasked to unpost the job requisition before redrafting it. You can redraft a job requisition as long as there are no draft jobapplications (job applications not yet completed by the candidate) on the job requisition. When you're done redraftingthe job requisition, you need to submit it again to go through the approval process, if required.

Reopen Job RequisitionLet's say that you need to reopen a job requisition that was lled or canceled. To do this, use the Reopen JobRequisition action.

When a job requisition is reopened, its phase and state are reset to what it was before being lled or canceled. If thejob requisition was posted or scheduled before being canceled, the job requisition phase and state are set to Open -Unposted after being reopened.

If the job requisition had candidate job applications that got rejected when it was lled or canceled, reopening the jobrequisition has no eect on these candidate job applications. Any of these candidate job applications can be manuallyreturned to their prior phase and state in the selection process.

Delete Job RequisitionUse the Delete Job Requisition action to remove a job requisition from the Job Requisitions list. This action is availablefor Draft - In Progress job requisitions.

Cancel Job RequisitionUse the Cancel Job Requisition action if you no longer need the requisition. The state of active candidates who appliedon the job requisition is changed to Rejected.

You can use the Cancel Job Requisition action when the job requisition is in one of these phases or status:

• Job Formaing

• Posting

• Open

• Approval - Rejected: If the approval was rejected, you can cancel the requisition or redraft it for editing andresubmit it for approval later.

You can't cancel a job requisition while at least one candidate is in one of these statuses:

• Oer - Pending Approval

• Oer - Extended or later in the selection process (but not in the HR phase) which includes:

◦ Oer - Accepted



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◦ Custom phases after the Oer phase, but not the terminal states Rejected by Employer, Withdrawn byCandidate.

To view job requisitions that were canceled, use the Include Inactive Requisitions lter on the Job Requisitions list.

Translate Job RequisitionUse the Translate Job Requisition action to translate the content of the job requisition.

You can translate these values:


• Other Requisition Title (hidden by default)

• Internal Short Description

• Internal Description

• External Short Description

• External Description

• Media Title

Create a Pipeline Job RequisitionYou create a pipeline job requisition to gather candidates who have the skills, background, and experience yourorganization is looking for. You can add these candidates later to a standard job requisition they can eventually gethired for.

Here are the main steps to create a pipeline job requisition:

1. Create a pipeline requisition.2. Create a standard requisition linked to the pipeline requisition.3. Add candidate job applications of the pipeline requisition to the linked requisition.

Note: A privilege is required to create pipeline requisitions: Initiate Pipeline Job Requisition. By default, onlythe Recruiter role is granted this privilege. A privilege is required to add a job application from a pipelinerequisition to a linked hiring requisition: Add Candidate to Job Requisition

Create a Pipeline RequisitionYou create a pipeline requisition just like a standard requisition but ensure to select the pipeline requisition type. Notethat the pipeline requisition candidate selection process is used for pipeline job requisitions.

1. On the Job Requisitions page, click Add.2. In the Requisition Type eld, select Pipeline.3. Complete elds as for a standard job requisition.4. Click Submit.

You can also lter the list to display only the pipeline requisitions.

Create a Standard Requisition Linked to a Pipeline RequisitionNow that a pipeline requisition is created and approved, you can create a standard requisition that's linked to thepipeline requisition. You can create a linked requisition from a template, a position, an existing requisition, or from a



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blank requisition. The default choice is to create it from an existing requisition and the pipeline requisition is selected bydefault. You use this standard requisition to hire candidates who were initially gathered on a pipeline requisition. Youcan have multiple standard requisitions linked to the same pipeline requisition.

1. Open the pipeline job requisition.2. In the Linked Requisitions section, click Add.3. Complete elds as for a standard job requisition.4. Click Submit.

Add Candidate Job Applications to the Linked RequisitionAfter the pipeline and linked standard requisitions are created, you can add candidate job applications of a pipelinerequisition to a linked standard requisition using the Add to Linked Requisition action.

1. Open a candidate job application associated to a pipeline requisition.2. In the Actions menu, select Add to Linked Requisition.3. Select a job requisition.4. Click Save and Close.

New job applications are automatically created on the linked standard requisition and candidates need not applyagain to the job requisition. Most of the information of the pipeline job application is copied to the linked standard jobapplication, except the following information:

• Interactions

• Screening services results

• Answers to prescreening questions

• Interview feedback

Note: Only conrmed job applications can be added to a linked standard requisition.

Candidate ExperienceOn the candidate self service page, if and only if the candidates are active on the pipeline requisitions or one of linkedstandard requisitions that they can view their job applications on the pipeline requisitions. Job applications on linkedrequisitions aren't displayed.

Note: Linked requisitions can't be posted on career sites. You need to make them open using the Open forSourcing action to add job applications to it from the pipeline requisition.

On the candidate self service page, the following statuses are displayed for job applications on pipeline requisitions:

• Under Consideration: The candidate has an active job application on the pipeline requisition or on one of therequisitions linked to the pipeline requisition.

• Not Retained: The candidate has job applications on a terminal state (Rejected by Employer or Withdrawn byCandidate) on the pipeline requisition and on all the requisitions linked to the pipeline requisition.

• Oer Accepted: The candidate has a job application on one of the requisitions linked to the pipeline requisition.For one of these standard requisitions, the current phase is the HR phase and the current state isn't a terminalstate (Rejected by Employer or Withdrawn by Candidate).



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View Pipeline Job Application Content in a LinkedRequisitionYou can view content that was captured on a job application for a pipeline requisition while viewing the job applicationon a linked requisition.

All the information gathered on a pipeline job application is available directly in the linked job application, whether theinformation was gathered before or after the candidate was added to a linked requisition. This applies to info in thefollowing tabs:

• Screening

• Prescreening

• Feedback

• Interactions

For example, when you're on the Interactions tab of a job application for a linked requisition, you can select to displayinteractions from the linked job application or from the pipeline job application.

How Locations and Work Locations Work TogetherWhen you create a job requisition, you can use the work location of a job requisition as the location of a job posted oncareer sites. This is done by selecting both the location and work location of the requisition.

To facilitate the process and to help properly align the location and work location, here's what happens:

• When creating a job requisition, the primary location of the requisition is defaulted to the geography associatedto the work location, if the work location is defaulted from the current user's assignment or from a position.

◦ If this geography isn't part of the geography hierarchy used by Oracle Recruiting Cloud, the applicationwill look at the parent geographies until a geography that is part of the geography hierarchy is found.

◦ The primary location is defaulted only if there is not already a primary location selected on the requisition(selected by the user or defaulted from another source).

Let's look at some scenarios.

You create a job requisition from a blank requisition:

• The hiring manager is defaulted as the current user.

• The primary work location is defaulted to the current user's assignment.

• The primary location is defaulted to the geography associated to the primary work location only if it hasn'talready been provided by the user or defaulted from another source.

You create a job requisition from an existing requisition:

• The values from the source requisition are used.

You create a job requisition from a requisition template:

• The primary location is selected in the How section.



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• If there is no hiring manager on the template, the hiring manager is defaulted from the current user.

◦ If no work location is defaulted from the template, the primary work location is defaulted to the currentuser's assignment. The work location is defaulted only if it's geographically aligned with the primarylocation.

• If there is a hiring manager on the template, the hiring manager is defaulted from the template.

You create a job requisition from a job:

• If no template is associated to the job or if there is no hiring manager on the template, the hiring manager isdefaulted from the current user.

◦ If no work location is defaulted from the template, the primary work location is defaulted to the currentuser's assignment.

◦ If a primary location is defaulted from the template, the work location is defaulted only if it'sgeographically aligned with the primary location or one of the other locations. If no primary location isdefaulted from the template, the primary location is defaulted to the geography associated to the worklocation.

• If there is a hiring manager on the template, the hiring manager is defaulted from the template.

You create a job requisition from a position:

• If a work location is defaulted from the position and no primary location is defaulted from the templateassociated to the position, the primary location is defaulted to the geography associated to the work location.

• If no template is associated to the position and its job or if there is no hiring manager on the template, thehiring manager is defaulted from the current user.

◦ If no work location is defaulted from the position, the primary work location is defaulted to the currentuser's assignment.

◦ If a primary location is defaulted from the template, the work location is defaulted only if it'sgeographically aligned with the primary location or one of the other locations.

◦ If no primary location is defaulted from the template, the primary location is defaulted to the geographyassociated to the work location.

Prescreening QuestionnairePrescreening questionnaires contain questions specic to a job that candidates answer when they apply for a job.

Prescreening questionnaires appear automatically in job requisitions. For each job requisition there's an internalquestionnaire for internal candidates and an external questionnaire for external candidates. Prescreeningquestionnaires contain two types of questions:

• Disqualication question

• Prescreening question

Disqualication QuestionLet's understand what's a disqualication question and look at an example. A disqualication question is a single-answer question that contains the minimum requirements for a candidate to be eligible for a job. For example, "Are youentitled to work in the United States?". When candidates apply for a job, it's mandatory to respond to the disqualication



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questions. Answers to the disqualication questions decide if candidates move forward in the selection process or areautomatically disqualied.

It's the Recruiting Administrator who creates and manages the disqualication questions in the Questions Library andalso denes the context when the question is used. An important point for you to remember is that when a recruitercreates a job requisition, disqualication questions are automatically added to the prescreening questionnaires of thejob requisition based on these job requisition contexts:

• Candidate Types (external and internal candidates)

• Recruiting Organizations

• Recruiting Locations

• Job Functions

• Job Families

The recruiter can't add, edit, or remove disqualication questions in a job requisition.

Note: Disqualication questions aren't added to prescreening questionnaires of job requisition templates.

Prescreening QuestionYou use a prescreening question to ask candidates about their career goal, job preferences, knowledge, and more. Forexample you can ask "How good are your Java skills?" If the prescreening question is congured as mandatory, thecandidate can't skip it while applying for the job.

Prescreening questions are created and managed by the Recruiting Administrator in the Questions Library. TheRecruiting Administrator denes the classication and the context of questions. When a recruiter creates a jobrequisition, questions available for selection depend on the classication of the question and the context of the jobrequisition.

These are the two classications for prescreening questions:

• Prescreening Question Added Automatically: These questions are automatically added to a job requisitionbased on the context of the job requisition. You can't add nor remove these questions in a job requisition.

• Prescreening Question Added by User: You can manually add these questions to a job requisition or jobrequisition template. But the questions must match the context of the job requisition. Once there are jobapplications on the job requisition, you can no longer add or remove these questions.

These are the available contexts:

• Candidate Types (external and internal candidates)

• Recruiting Organizations

• Recruiting Locations

• Job Functions

• Job Families

Prescreening questions can also be manually added to job requisition templates by the Recruiting Administrator. Whena recruiter creates a job requisition, prescreening questions are coming from the job requisition template, if any. Therecruiter can add and remove questions.

Note: By default, hiring managers can't add, or remove questions because they don't have the Update JobRequisition privilege.



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If you change the context of a job requisition, disqualication questions and prescreening questions (addedautomatically or manually) are added or removed accordingly. This ensures that only questions matching the context ofthe requisition are included.

If you want to see the list of job applications where a specic answer was provided for a prescreening question, use theQuestion and Answer lter. This lter shows the following questions and responses:

• Questions from the internal prescreening questionnaire of the current requisition.

• Questions from the external prescreening questionnaire of the current requisition.

• Questions with responses of type Single Choice.

• Questions with responses of type Multiple Choice.

Edit a Prescreening Questionnaire in a Job RequisitionYou can edit prescreening questionnaires in a job requisition as long as there are no candidate job applications for thatjob requisition.

Here are some of the things you can do when you edit a prescreening questionnaire in a job requisition.

• You can view the automatically populated disqualication questions, but you can't remove them.

• You can view the prescreening questions added automatically, but you can't add or remove them.

• You can add and remove prescreening questions added by the user.

Reorder Questions in a Prescreening QuestionnaireYou can dene the order of prescreening questions displayed to candidates when they apply for a job.

You can't reorder questions when the job requisition has the following status:

• Draft - In Progress

• Canceled state of any phase

• Open - Filled

1. Open a job requisition.2. Go to the Details tab.3. Expand the Questionnaires section.4. Click Reorder to open the Reorder Questions page.5. Use the Move question up and Move question down icons to change the order of questions in internal and

external prescreening questionnaires. You can reorder disqualication questions and prescreening questionsadded automatically or by the user.

6. Click Save and Close.



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Score Prescreening QuestionsYou can score questions used in external or internal prescreening questionnaires lled by candidates when they applyfor a job. This helps you rank job applications based on prescreening score.

When you create a job requisition from a requisition template or when you apply a template to an existing requisition,the questions included in the template are copied to the requisition. You may want to remove questions that aren'taligned with the job requisition. You can see the score of each question and the overall score of the questionnaire.When a candidate applies for the job and answers prescreening questions, you can see the overall score to theprescreening questions in the candidate's job application.

When you view a list of job applications for a requisition, you can sort the applications using these two criteria:

• Score - High to Low

• Score - Low to High

You can also lter job applications using the Prescreening Score lter. This lter is hidden by default. Click thePersonalize Filters icon to add the lter.

Job Requisition Multilingual ContentOracle Recruiting Cloud is available in multiple optional languages to deliver a multilingual recruiting experience.

When you sign in Oracle Applications, you can select your session language in your user preferences. American Englishis the default session language for the rst visit (the application remembers the last session language). The sessionlanguage you select denes the language of every label in a product. The session language is used as the creationlanguage. For example, Spanish is installed in the environment so when you sign in Spanish, you create job requisitionsin Spanish.

When you create a job requisition, you select the languages in which the job requisition is available. You can't removethe language used to create the job requisition. You can then go ahead and translate the job requisition content inthe selected languages. This makes it easier for you to translate job requisitions in the preferred languages insteadof translating them in all the activated languages in your organization. Use the Translate Job Requisition action totranslate these job requisition values:


• Other Requisition Title

• External Description

• External Short Description

• Internal Description

• Internal Short Description

• Media title (in Job Formaing tab)

You can provide translation at any point during the job requisition lifecycle, as long as the job requisition is active. Thismeans, if you make changes to the translation while the job requisition is posted, the changes are visible to candidates.

When you duplicate a job requisition, the multilingual content is copied from the source job requisition to the newrequisition. When you create a job requisition from a job requisition template, the multilingual content of the template



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is copied to the new job requisition. When you duplicate a job requisition, the multilingual content is copied from thesource job requisition to the new requisition. When you create a job requisition from a job requisition template, themultilingual content of the template is copied to the new job requisition.

Job Requisitions in Workforce ModelingWorkforce Modeling provides managers and human resources (HR) specialists with the ability to plan, model, andexecute workforce changes using a graphical tool.

You create models which include job requisitions, using the workforce modeling. When you create a workforce model,existing job requisitions located in the hierarchy of the model's top-level manager are included as part of the defaultdata included in the model. Data security is enforced. Only job requisitions which you're allowed to see are included inthe model.

Within a workforce model, you can create new job requisitions. Requisitions created in a model only exist within themodel. You need the Initiate Job Requisition privilege to create job requisitions in a model.

You can also view, edit, and move job requisitions within the workforce model hierarchy.

After the workforce model is ready, you can implement the model to create or update job requisitions within Hiring.The model is implemented if there are no conicts between the model and the existing job requisitions. In Hiring,requisitions are created in the Draft - In Progress status.


Chapter 3Candidate Search

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3 Candidate Search

Candidate SearchUse the candidate search to nd qualied candidates for current or planned open positions.

When you search for candidates, you can enter keywords, use lters to narrow down your search results, and performactions on the candidates that are retrieved.

Search results are limited to 500 candidates. Unconrmed candidates don't appear in search results. To appear insearch results, candidates must conrm their email address or phone number.

Search Using KeywordsWith the keyword search, you enter a keyword in the Search eld. When you enter leers in the Search eld, wordsmatching the characters you typed are displayed. A list of matching values beginning with the characters enteredappears. The list continues to narrow as you enter more characters. You can select an item from the list and click theSearch icon.

You can enter phrases in the Search eld by enclosing terms within double quotes to nd exact matches. If you don'tuse double quotes, candidate les containing the terms close to each other but not necessarily next to each other areretrieved. Let's say that you search for "product manager". Candidates matching the terms "product manager" areretrieved. If you search for product manager without double quotes, candidates matching terms such as "productmanager", "product marketing manager", "manager product" are retrieved. Candidates with an exact match are rankedhigher. For example, a candidate with "product manager" is ranked higher than one with "product marketing manager".

The wildcards "*" (asterisk) and "%" can be used. For example, you can type o*. Candidate search isn't case-sensitive.Whether you search for San Francisco or san francisco, the same results are returned.

When you use the keyword search to nd candidates, the keywords are searched in the following elds of the candidatele:

• Job Title

• Employer Name

• Degree Level

• Person's Full Name

• Person's Last Name

• Aachments assigned to the Resume category

Filter Search ResultsUse lters to narrow down your search results and improve the quality of your results. Each lter displays the candidatecount. When you select lters, the list of candidates is dynamically updated.


Chapter 3Candidate Search

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Perform Actions on Retrieved CandidatesFrom the candidates list, you can perform several actions on candidates.

Available actions are:

• Add to Requisition

• Add to Candidate Pool

• Add Interaction

• Send Message

• Create a Candidate

• Delete Candidate


Chapter 4Prospects and Candidates

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4 Prospects and Candidates

ProspectProspects are people who were referred for a job requisition or added to a job requisition but who haven't yet completedtheir job application.

When a person is referred for a job, a prospect record is created and associated to the job requisition. When you use theAdd to Requisition action for a candidate, a candidate record is also created and associated to the job requisition.

You can access prospects associated to a job requisition from several places such as the Job Requisitions list and the jobrequisition details view. You can also access the referred prospects from the job requisition Overview tab.

When you view prospects for a job requisition, you can:

• Navigate through the list of prospects.

• Sort and lter prospects.

• Search specic prospects.

• Take actions on prospects such as send an email, send a reminder invitation to apply to a job, add prospectsto other job requisitions and candidate pools, add interactions, indicate prospects aren't interested in the job,delete prospects.

• See which prospects were referred and which ones were added to the job requisition.

• See which prospects you didn't yet view. A blue dot appears next to the prospect name.

When you open a prospect record, you can see details about the prospect such as personal information, previousemployment, degrees, certications and licenses, endorsements, aachments, and any other recruiting activities thecandidate is associated with like candidate pools or other job requisitions.

The count of prospects for a job requisition is displayed on the Job Requisitions list and within the job requisition. Thenumber of prospects displayed varies depending on where you are:

• On the Job Requisitions list, the number of prospects displayed represents the active prospects added andreferred to the job requisition.

• In the job requisition Overview tab, the number of referred prospects is displayed. When you click the number,you're taken to the prospects list where you can lter the list to see referred and added prospects.

Create a Candidate ProleYou can create a candidate prole to quickly capture candidate information.

There are various reasons why you may want to create a candidate prole. For example, a candidate was referred toyou and you want to quickly capture contact details of the candidate to coordinate and schedule a conversation withthe candidate at a later time. Or, you're aending a university event or career fair, you meet potential candidates, andyou want to quickly capture candidate information to contact the candidate or potentially screen the candidate at a latertime.



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You can create a candidate prole from the Candidate Search page, from within a candidate pool, and from theprospect candidate list. Let's say you're on the Candidate Search page:

1. On the Candidate Search page, click Add.2. On the Create Candidate page, enter basic info about the candidate such as the name, email address, phone

number.3. Add aachments.4. Click Save and Close.

Once you save the information, the application checks if the email address entered already exists in the database. Ifthat's the case, you need to enter an alternate email address to proceed with creating this candidate.

If no duplicate is found, you're presented with a message asking you if you want to go to the candidate prole page toll in more information about the candidate such as previous work employment, education, licenses and certications,spoken languages. If you say no, the create page closes and you're taken back to the page where you initiated the createaction.

When the candidate for whom you created a prole applies for a job, the candidate reuses the prole you created sothat information you entered is kept. For example, if you added the candidate to a job requisition or a candidate pool,the information remains. However, any data supplied by the candidate overwrites the data you entered.

Related Topics

• Add a Candidate to a Candidate Pool

Run a Candidate Duplicate CheckRun a duplicate check to identify potential duplicate candidates.

Note: A privilege is required to use the Check for Duplicates action: Perform Candidate Duplicate Check andMerge.

You can run a duplicate check from the Candidate Search page, from within a candidate prole, a candidate jobapplication, and a prospect record. Let's say you're on the Candidate Search page:

1. Open a candidate prole.2. In the Actions menu, select Check Duplicates.

There are 2 ways the application searches for duplicates:

• Automatic check of duplicates: The application performs a scan across candidates using national identier ascriteria. The top 10 potential duplicate candidates are listed in order of match score. Use the expand icon to seethe match score, the person number, and if there's a match for the date of birth and national identier. You canalso view the detailed prole of candidates to beer evaluate if there's a duplicate. If you do determine that acandidate is a duplicate, you can merge the duplicate.

• Search for a person: The application searches for duplicates based on these criteria: name, email, phone,person number. A list of candidates matching the search criteria is listed. You can also view the detailed proleof candidates to beer evaluate if there's a duplicate. If you do determine that a candidate is a duplicate, youcan merge the duplicate.



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Merge Candidate FilesMerge pre-identied candidates after running a duplicate check or using specic identiers.

Note: A privilege is required to use the Check for Duplicates and Merge actions: Perform Candidate DuplicateCheck and Merge.

You can't use the merge action when:

• The candidate is in any state of the Oer phase.

• The candidate is in any phase after the Oer phase.

• Screening such as background check, assessment, tax credits is in progress for the candidate.

To start the merge process:

1. Open a candidate prole, a candidate job application, or a prospect record.2. In the Actions menu, select Check Duplicates.3. If you determine that a candidate is a duplicate, click Merge.4. A pre-merge analysis of both duplicate candidates is displayed. Key aributes such name, address, email,

phone, job applications, screenings status are listed side by side. Review the report. You can also clickDownload to view a PDF version of the pre-merge analysis.

5. Click Continue.6. You decide which candidate you want to retain. The candidate to retain is pre-determined when the candidate

has a pre-existing work relationship. For instance, an ex-employee, an ex-contingent worker, a currentcontingent worker.

7. Submit the merge request. A prerequisite check is done. When prerequisites are met, the request proceeds. Themerge process combines the prole of both candidates and candidate activities such as job applications, talentcommunity sign up.

8. View the post merge analysis. The report lists the retained candidate prole and all activities of the candidate asa result of the merge.

What happens once the merge is done:

• The candidate that wasn't retained is deleted.

• The job applications of the deleted candidate are transferred to the candidate that was retained.

• A notication is sent to inform you of the merge request status.

• Merge reports are aached to retained candidate for further reference and traceability.

Add a Candidate to a Job RequisitionYou can add a candidate to a job requisition to create a prospect candidate prole associated with the job requisition.

You can add internal candidates to job requisitions posted on internal career sites, and external candidates to jobrequisitions posted on external career sites.

You can add a candidate to a job requisition from the Candidate Search page and from within a candidate pool. Let's sayyou're on the Candidate Search page:

1. On the Candidate Search page, select a candidate.2. In the Actions menu, select Add to Requisition.



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3. On the Add to Requisition page, select a job requisition.4. Click Save and Close.

You can add multiple candidates at a time to a job requisition. If a few candidates don't get successfully added to the jobrequisition for any reason, the conrmation message indicating that the candidates were added to the job requisitionappears. There are no details as to why a specic candidate wasn't added.

You can also add candidates to a job requisition that isn't posted if you select the option Allow Candidates to ApplyWhen Not Posted in the job requisition. For details, see the topic Invite Candidates to Apply on Job Requisitions NotPosted.

Candidate Identity Verication by Email or PhoneNumberEmail and SMS can be used for candidate identity verication and as a communication channel throughout theselection process.

By default, the candidate email address is used for identity verication and communication. When SMS communicationis enabled, candidates can conrm their identity and receive communication using their email address or phonenumber.

Note: The phone number provided by candidates must be able to receive SMS. Otherwise, candidates won'tbe able to conrm their identity

Here are examples of when email address and phone number are used:

• Verify the identity of new candidates and conrm that talent community sign up and job applications weremade by the owner of that email address or phone number.

• Verify the identity of returning candidates to reuse data they provided in previous job applications.

• Verify the identity of returning candidates when they access their candidate self service dashboard on careersites.

• Verify the identity of returning candidates when they schedule interviews, provide additional information, orview and accept job oers.

• Verify if the email address belongs to current employees. If that's the case, redirect the employee to thecompany's internal career site.

• Communicate with candidates during the selection process.

All candidates using an email or phone number are authenticated using a 6-digit verication code. Let's say for examplethat a candidate uses an email to apply for a job. The candidate will receive an email with a 6-digit code to conrmtheir job application. Similarly, the candidate will receive an SMS with a 6-digit code if applying for a job using a phonenumber.

Verication of New CandidatesWhen candidates apply for a job or join a talent community, they're asked to provide an email address or phonenumber. If that email address or phone number isn't already being used, candidates are treated as new candidates.Communication with the candidates is done by email or SMS depending on what the candidates provided.



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Candidates must conrm that they own the email address or phone number they used to apply for the job or join thetalent community. They're sent a 6-digit verication code by email or SMS. To conrm their identity, candidates enterthe 6-digit code into a form presented after the talent community prole is created or job application is submied.

Verication of Returning CandidatesWhen candidates apply for a job or join a talent community, they're asked to provide an email address or phonenumber. If that email address or phone number matches the info provided by an existing candidate, the candidate istreated as a returning a candidate.

Returning candidates can start the job application process or join the talent community only after their identity isveried. They're sent a 6-digit verication code by email or SMS to conrm their identity. Upon conrmation of theemail address or phone number, the candidates land in the application ow and the application form is prelled withdata from previous job applications. The most recent data that was submied is used. Candidates can overwrite thatdata and submit their job application with updated details. Their candidate prole data is updated respectively.

When candidates remain in the same session, their identity has already been veried and they can apply to other jobs oraccess their candidate self service dashboard without the need to conrm their identity again. In general, the identity ofcandidates is conrmed within the same session for 4 hours. After that time, candidates need to reconrm their identity.

Verication of EmployeesWhen former employees or alumni provide their personal email address to conrm their identity, they're treated asreturning external candidates and they can access their talent prole data when applying for a job.

When current employees provide an email address tied to their employee record, they're treated as internal candidatesand they're redirected to the company's internal career site.

Prospects and Candidates FAQs

How can I invite a prospect to apply for a job?By default, when prospects are added to a job requisition or referred, an invitation to apply is automatically sent tothe prospects. You can use the Send Invite action to manually resend an invitation to the prospects. The prospectsreceive an email inviting them to apply for the job. If prospects are interested in learning more about the job, they canclick the link in the email to access the job description and complete their job application. The email also includes a NotInterested link that the prospects can use to update their prospect record accordingly.

How can I indicate that a prospect isn't interested in applying for ajob?Use the Update to Not Interested action on the Prospects list or the prospect record. The prospect record status isautomatically updated to Not Interested. A prospect marked as not interested doesn't prevent the candidate fromapplying for the job.



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What happens when I delete a prospect?When you delete a prospect using the Delete Prospect action:

• The prospect no longer appears in the prospect list of the job requisition.

• The prospect can't be referred for the job requisition again. The prospect can be endorsed for the same jobrequisition.

• The prospect can be added to the job requisition again.

• The prospect no longer appears in the list of referrals submied by the referrer.

How can I delete a candidate?Use the Delete Candidate action in the candidate pool, candidate prole, or candidate search results to deletecandidate proles (proles referred or added to a job requisition). You can only delete candidate proles that haveunconrmed or inactive job applications. If there are conrmed job applications, delete the job applications beforedeleting the candidate prole. When you delete candidate proles, they no longer appear in the application but they arestill available in reports.


Chapter 5Candidate Job Applications

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5 Candidate Job Applications

Candidate Job ApplicationA candidate job application is a record containing information provided by the candidate when applying for a job. It alsocontains information about the progression of the job application in the candidate selection process.

You can access candidate job applications from the Job Requisitions list and the job requisition Overview section. Whenyou view the candidate job applications for a job requisition, you can:

• Navigate through candidate job applications.

• Sort and lter candidate job applications.

• Search specic candidate job applications.

• Take actions such as moving candidate job applications in the candidate selection process, adding thecandidate to other job requisitions and candidate pools, adding interactions, conrming unconrmed jobapplications.

How You Set Your View To View Candidate JobApplicationsWhen you view a list of job applications, you can select which data you want to view so that you can easily sift through alarge volume of applications.

The View menu provides these options:

• Status

• Education

• Work Experience

• Licenses and Certicates

• Work Preferences

• Assessment

The Status view is the default view. It shows the phase and state of a job application and its overall status, that is thephase where the job application is in the hiring process.

Take Action on Many Candidate Job Applications atOnceYou can take action on a large batch of candidates at once to save time while evaluating candidates for a job requisition.



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When you're in the job applications list, you can select dozens or hundreds of candidates by using the check box at thetop of the list to select all job applications, even those not shown on the list. You can remove any unwanted applicationsby manually turning o the check box for any rows. Then choose an action in the Actions menu. For example, you maywant to send an email message to all of them, or add them to another requisition or to a pool, or simply conrm this listof job applications.

When you select fewer than 50 job applications, either by clicking the check box on each row or the check box at the topof the job applications list, the action proceeds as usual. When you select more than 50 job applications by clicking thecheck box at the top of the list, the action will proceed as soon as possible, but you won't have to wait for it to complete.Here's what happens:

• For actions that don't require any further information, a process will start running on that batch of candidates.

• For actions that require further information, the usual page will gather the information necessary for you tocomplete the action. At the top of this page, the number of candidates and the lters describing the list (but notthe candidate names) are shown. As soon as you complete this page, a process will start running on that batchof candidates.

You're able to continue your work immediately and you receive an email when the process is completed. This emailinforms you that the action was successful for the number of candidates. You can also view which job applications wereskipped or failed for any reason.

How Candidate Job Applications Are ConrmedCandidate job applications must be conrmed to be part of the candidate selection process.

There are dierent methods to conrm a candidate job application:

• In most cases, when external candidates complete a job application they are sent an email or SMS with 6 digitverication code asking them to conrm their job application. This is the default method.

• You can resend the conrmation email or SMS to the candidate using the Send Conrmation Request action.

• You can conrm the job application on behalf of the candidate using the Conrm Job Application action.

By default, unconrmed job applications for a job requisition aren't displayed. Use the Unconrmed lter to viewunconrmed job applications.

Recommended Candidate Job ApplicationsYou can recommend the best candidates for open job requisitions, rank job applications in order of recommendations,and lter the list of recommended candidates. The Recommendation feature improves recruiters productivity, helpsreduce the time in the overall candidate selection process, and improves the quality of selected candidates.

When you view the details of a job requisition with the status Open - Posted, you can see in the Top Recommendationssection candidates who are recommended for the job requisition. Job applications are ranked in order ofrecommendations. Recommended candidates include both internal and external candidates. If the job requisition isposted for internal candidates, only internal candidates are recommended. If the job requisition is posted for externalcandidates, only external candidates are recommended.



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Click the Add as Prospect buon to add a candidate to the job requisition. When a recommended candidate is added tothe job requisition, the candidate no longer appears in the Top Recommendations section and the remaining candidatesare automatically re-ranked.

Click the Show All Items link to navigate to the Recommendations page and see the total number of recommendedcandidates for the job requisition.

Note: The maximum number of recommended candidates that are displayed is 30.

On the Recommendations page, you can click the name of a candidate to view details about the candidate. You canperform several actions such as adding candidates to candidate pools and entering interactions. You can also sort thecandidates by recommendation rank, in ascending order.

Job Application FlowA job application ow is a sequence of pages that candidates complete when they apply for a job on an external careersite.

When an external candidate clicks the Apply buon to apply for a job, the rst thing the candidate does is to enter anemail address or phone number. A verication is done in the database to check for any records already connected withthe candidate's email address or phone number.

• If a record is found, an email or SMS with 6 digit code is sent to the candidate to validate the identity. Once theidentity is validated, the candidate is presented with the job application ow and information is prepopulatedwith information from the candidate's last job application. The candidate can edit the information prior tosubmiing the job application.

• If no record is found and it's a brand new candidate, the candidate is presented with the job application owupon entering an email address or phone number. When the candidate submits the job application, an email issent to the candidate to validate the identity and conrm the submied job application.

Depending on how the job application ow is congured, the candidate can import a prole from a third party such asLinkedIn and Indeed, upload a resume, or manually ll out a job application.

When the candidate is done completing all the pages of the ow, the job application becomes visible to recruiters andhiring managers.

Request More Information FlowUse the Request Information ow to capture additional information from external candidates once they have appliedto a job. For example, a recruiter may have additional questions to answers provided by a candidate, or wants to askcandidates to ll in additional questionnaires or documents requiring the consent of a candidate.

With this ow, a notication is sent to candidates. When candidates click the link in the notication, they're redirectedto the Request Information ow. At the same time that the notication is sent, the link to access the ow becomesavailable in the candidate self service page where candidates can see a request to provide additional information for ajob application. Information provided by candidates is added to their candidate le.



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Candidate Legislative and Diversity InformationYour organization can collect legislative and diversity information from both external and internal candidates when theyapply for jobs. This helps your organization to maintain compliance with regulations in each country where you hirecandidates. It also helps you to monitor and improve your eorts to build a diverse workforce.

Let's look at the main steps of tracking legislative and diversity information.

Your administrator determines which diversity elds are displayed to candidates in each of the countries where hiring isdone. Available elds are:

• Date of Birth

• Ethnicity

• Gender

• Marital Status

• Religion

Each of these elds can be displayed as optional or required when candidates apply to jobs. Each country can have itsown list of possible answers for these elds.

Your administrator then decides which legislative and diversity blocks to add in any external job application ow. All ofthe following blocks collect information from candidate job applications:

• Diversity: Can show the above 5 elds for job requisitions located in any country.

• Disability: Shows the U.S. disability form CC-305 for job requisitions located in the United States.

• Veteran: Shows the U.S. veteran status eld for job requisitions located in the United States.

Once the above conguration is done, you can create a requisition that gathers legislative and diversity informationby selecting one of these job application ows. Depending on the primary location and any alternate locations of therequisition, if these are in any countries that are congured to show these elds, then the candidates will see thesequestions when they apply to the requisition.

External candidates can provide information in these elds, which is stored for compliance purposes for each jobapplication. This new information provided by external candidates becomes available in the appropriate places in theHR le, as soon as the candidate is hired as a worker.

Internal candidates aren't asked to provide this information when they apply for the same job requisitions. Howevertheir current diversity data from their HR le now gets stored in their job applications to support reporting on bothinternal and external candidates to the same requisition.

The legislative and diversity information provided by external and internal candidates isn't visible to the recruiting team.This sensitive data can inuence hiring decisions so it's never displayed as part of the job application. It's available forreporting purposes.

Candidate Job Application FAQs



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How can I delete a candidate job application?Use the Delete Job Application action in the candidate job application or the list of candidate job applications. You canonly delete inactive or unconrmed candidate job applications. Candidate job applications must be moved to an inactivestate for the Delete Job Application action to be available. You can't delete a candidate job application when a job oeris created. Once you delete a candidate job application, it no longer appears in the application but it's still available inreports.

How's the e-signature validated in job applications?The e-signature mechanism is implemented to work with a loose validation on last names, and not on rst names. Thisallows people with names such as John/Jack, Bill/William, Jo/Joanne to apply for jobs or accept their oer leers.

How can I nd candidates recommended for rehire?When you conduct a candidate search or review job applications, prospect candidates, and candidate pool members,use the Rehire Recommendation lter to get a list of candidates that were recommended during the HR terminationprocess. Open a candidate le and look in the Personal Information section to see the reason provided if the candidatewasn't recommended for rehire.

How can I sort job applications that are recommended for a jobrequisition?Go to the job applications page of a job requisition and select Recommended in the Sort By menu.



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Chapter 6Candidate Pools

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6 Candidate Pools

Candidate PoolA candidate pool is an identied group of candidates. You use candidate pools to group candidates and managesourcing activities for either a current job position or a future job position that you will potentially ll. With candidatepools, you can rene a list of candidates to remove unqualied candidates and at the same time, nurture candidatesthat you want to pursue.

Candidate pools can be one of two kinds:

• Private: Only the owner of the candidate pool can access the pool.

• Shared: The owner of the candidate pool can grant other users access to the candidate pool contents andactions available to the pool itself. When the pool is shared, all users who have access to the pool are listed aspool owners and they can perform these actions:

◦ Add and remove candidates from the candidate pool

◦ Add and remove interaction notes on a candidate

◦ Add candidates to a job requisition

◦ Add candidates to another candidate pool

Candidate Pool Process Phases and StatesThe candidate pool management process provides the framework to progress pool members through the sourcinglifecycle to ensure they're engaged with the organization even if they aren't actively involved in a hiring eort. Thecandidate pool process consists of a series of phases and states. Recruiters move pool members from one phase toanother. The process isn't sequential, pool members can go back and forth between phases and states.

The table lists the phases and states provided as part of the default candidate pool process.

Phase State

Not Contacted

New Needs Aention Rejected by Employer Withdrawn by Candidate

Reviewed

Needs Aention Meets Qualications Rejected by Employer



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Phase State

Withdrawn by Candidate

Engaged

Needs Aention Contacted Interested Not Interested Rejected by Employer Withdrawn by Candidate

Nurture

Needs Aention Ready to Be Placed Now Ready in 6 Months Ready in 12 Months Rejected by Employer Withdrawn by Candidate

Create a Candidate PoolYou create a candidate pool to group candidates being considered for a current or future job.

1. On the Candidate Pools tab, click Add.2. On the Create Candidate Pool page, enter a name and a description for the candidate pool.3. Select a job if you want to reference a job in the workforce structure. You can select only jobs from the common

data set. There is currently no association on the workforce structure job side with candidate pools. Thereference is only for the benet of pool owners who may be sourcing multiple pools and jobs.

4. Specify if the candidate pool is private or shared:

◦ Private: Only the owner of the candidate pool can access the pool.

◦ Shared: Other users can access the candidate pool contents and actions.

5. If the candidate pool is shared, click Add Owner and select a user from the list or search for a specic user. Youcan select several users by highlighting a user and pressing the Control key.

6. Select the Talent Community Pool option if you want to create a pool to view candidates who opted in to theTalent Community.

◦ Select at least one parameter: location, job family, candidate type.

◦ If you select Employees as a candidate type, the Organization eld appears. Select an organization.Internal candidates will be automatically added to the Talent Community pool based on their preferredorganizations.



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7. Click Save and Close.

Add a Candidate to a Candidate PoolYou can add candidates to a candidate pool to consider them for a position.

You can add one candidate or multiple candidates at a time to a candidate pool.

1. On the Candidate Search page, select a candidate.2. In the Actions menu, select Add to Candidate Pool.3. On the Add the Candidate Pool page, select a pool.4. Click Save and Close.

Once candidates are added to a candidate pool, you can:

• Sort, lter, and search candidate pool members.

• Move pool members through the sourcing process.

• Add pool members to job requisitions and other candidate pools.

• Add an interaction note.

• Send an email.

• Remove candidates from the pool.

• Delete candidates.

Move a Candidate in a Candidate PoolYou move candidates in a candidate pool to progress candidates through the sourcing lifecycle to ensure they areengaged with the organization even if they aren't actively involved in a hiring eort.

1. On the Candidate Pools tab, click on candidate pool.2. On the Candidates page, select a candidate.3. In the Actions menu, select Move Candidate.4. On the Move Candidate page, select a phase and a state.5. Click Save and Close.

Talent Community PoolWhen candidates don't nd jobs matching their interests, they can join a talent community to show their interests in anorganization.

Internal candidates can be automatically added to talent community pools based on their job preferences matchingone or more pool aributes. External candidates can create their prole, indicate their preferred location and job family,import their prole from a third party such as LinkedIn and Indeed, or upload a resume. Candidates also have the optionto receive news about new job opportunities and marketing communications.

When you view a list of candidate pools, talent community pools are identied as such. You can also lter the listby talent community location, talent community job family, talent community site, and candidate types. The talent



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community organization ltering is also available for internal candidates who can dene the preferred organizations.Once you nd the desired candidates, you can contact them if you have jobs matching their prole.

When external candidates join a talent community pool, the information is tracked in the candidate le SourceInformation section. You can see:

• Source medium: Career Site

• Source: Talent Community

• Career Site: The career site where the candidate joined the pool

Candidate Pool FAQs

What happens if I set the status of a candidate pool to inactive?The candidate pool is hidden from your default view and you can no longer add candidates to the pool. To view inactivecandidate pools, use the lter Include Inactive Pools. Once a candidate pool is inactive, you can change the status backto active.

How can I remove a candidate from a candidate pool?Open a candidate pool, select a candidate, and use the Remove from Candidate Pool action.

How can I set a favorite candidate pool?On the Candidate Pools list, click the Star icon next to the candidate pool name. Use the Favorite sort value to displayyour favorite pools at the top of the list.


Chapter 7Recruiting and Social Media Campaigns

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7 Recruiting and Social Media Campaigns

Create a Recruiting CampaignUse email recruiting campaigns to advertise job requisitions to candidates to generate job applications and referrals.You can also use them to promote recruiting events and activities to invite candidates to respond to a request, such asRSVP for an upcoming recruiting event or learn more about the company's benets and corporate culture. Campaignsprovide the ability to market job requisitions to targeted candidate audiences. Hard to ll positions can be advertised torelevant candidates, improving the quality of job applications.

Here are the main steps to create a recruiting campaign:

1. Enter basic information.2. Associate job requisitions and congure responses.3. Add campaign owners.4. Create campaign emails.5. Dene the campaign audience.6. Activate the campaign.

Enter Basic InformationEnter basic information about the recruiting campaign.

1. On the Campaigns page, click Add.2. On the Create Campaign page, provide information in these elds:

◦ Campaign Name

◦ Campaign Number

◦ Campaign Description

◦ Campaign Purpose: Available options are: Apply to Job, Refer Job, Respond to Request.

◦ Campaign Goal: Number of responses you want to get. For example, you want to receive 20 jobapplications or 5 referrals for a campaign.

◦ Goal Label: Label for the goal such as "Sign Up for Campus Recruiting Event", "Download Whitepaper","Increase Referrals". The label is displayed in the campaign charts.

When you create a Respond to Request campaign, the Goal Responses section appears on the page. You can add oneor multiple responses that are visible to recipients in the campaign email. For example, "Sign Me Up", "Download theWhitepaper", "Learn More", "I'm Interested/I'm Not Interested". Select the Counts Toward Goal option if you want theresponse clicks to be counted toward the target campaign goal. You also dene where the user is taken upon clickingthe response link or buon:

• Use Thank You Page: When campaign recipients click the response buon or link in the email, they are taken tothe career site Thank You page. A message displays "Your response has been recorded. Thank you."

• Destination URL: When campaign recipients click the response buon or link, they are taken to an externalwebsite congured for that response.



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Associate Job Requisitions and Congure ResponsesYou can associate one or multiple job requisitions to the campaign. Apply to Job and Refer to Job campaigns require atleast one requisition to be selected or one job requisition aribute to be dened.

1. If you select Specify Requisitions, you need to enter a job requisition title or number.2. If you select Specify Requisition Query, you need to enter a location or job family. The job requisitions that

match the query at the time of sending the email is in the job list widget in the email.

If you create a Respond to Request campaign, you're not required to associate the campaign to a job requisition.However, if you intend on including the job list widget in an email, you must select at least one job requisition or one jobrequisition aribute.

Add Campaign OwnersBy default, you're the campaign owner. You can add additional owners. Owners can review campaign details and trackresponses.

Create Campaign EmailsWhen you save the campaign for the rst time, you gain access to the Emails tab where you create campaign emails.

1. On the Campaigns page, open the campaign you just created.2. Click the Emails tab.3. Click Add.4. Enter a name for the email.5. Select a template. The email template appropriate for your campaign type is available for selection. You can use

the email as is, or you can use the design editor to personalize the content.6. Click Save.

The email editor opens in a new browser tab. The email editor provides a sample email template. You can either deleteall of the template elements to design an email from a blank canvas or, you can modify the template elements you wantto use and add more as needed.

The rst email you create is always sent to the entire audience by default. You can create follow-up emails. You cansend follow-up emails to the entire audience or any segments of the audience. For example, the recipients who haven'topened the primary email can be sent a follow-up email. Or, the recipients who responded "I'm Interested" in an eventcan be sent a follow-up email containing additional information about the event. The following audience segments areavailable:

• Opened

• Unopened

• Applied to Job

• Referred to Job

You can select additional audience segments for follow-up emails if you congured responses for the campaign.For example, if a campaign's responses are "Yes", "No" and "Maybe", there would be audience segments for thoseresponses. Recipients who clicked "Yes" or "Maybe" can be sent one follow-up email, and those who clicked "No" can besent a separate follow-up email.

You can perform these actions on campaign emails:

• Schedule Email: You can send the email now or schedule the delivery of the email by entering a date and time.You can only schedule follow-up emails once the primary email is scheduled. To use the Send Now scheduling



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option, you must rst activate the campaign. You should only schedule an email when you're nished workingon the email design and contents. Follow-up emails can't be scheduled until the primary email has beenscheduled. Follow-up emails must be scheduled to be sent after the primary email.

• Delete Email: You can delete the primary email and follow-up emails when they are in the Draft status. Youcan only delete the primary email once all follow-up emails are deleted. If you delete the primary email, you'reprompted to create a primary email again.

• Redraft Email: Use this action to make changes to an email in the Scheduled status. The email is returned tothe Draft status. If you're redrafting the primary email and there are scheduled follow-up emails, the follow-upemails are also returned to the Draft status and you need to schedule them again. The previously selected senddates are retained when rescheduling the redrafted emails.

• Edit Email Details: You can modify the name and audience of the email. For the primary email, you can onlymodify the name.

• Design Email Content: You can work on the email design and content in the email editor. With the email editor,you can move and delete elements in the email, modify the text, change background color, text color, text style,text size, and align the content. You can also save the email as draft and send a test email so you can previewhow the email looks like before activating it.

When emails are sent, they are moved to the Sent Emails list and their status is changed to Sent. The following metricsare provided for each email:

• Sent: The total count of recipients of the campaign. This count doesn't include bounced emails.

• Opened: The total count of recipients of the campaign that opened the email.

• Clicked: The total count of recipients of the campaign that clicked a response or tracked link or buon in theemail.

• Bounced: The total count of recipients that didn't receive the campaign email. Bounces can be caused byundelivered messages or invalid email addresses.

• Unsubscribed: The total count of recipients who unsubscribed from campaign emails. This count is capturedacross the entire campaign, not per email like the other metrics.

Dene the Campaign AudienceYou can target a recruiting campaign to a specic audience.

1. On the Campaigns page, open the campaign you just created.2. Click the Audience tab.3. Click Add.4. Select an audience. Available audience lters are:

◦ Candidate type: Internal, external, or all candidates.

◦ Location

◦ Education: School, degree, major.

◦ Work experience: Company, job title, years of experience.

◦ Candidate interactions: Only candidates who have opted in to receive recruitment marketing emails arereturned in the audience search. To include candidates who have no specied their opt in status, use theInclude Unspecied Candidates lter.

◦ Candidate pools: Select a candidate pool as the audience of the recruiting campaign.

5. Select the Exclude option to exclude a specic audience from the campaign.6. Click Save.



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As soon as you select one lter aribute, the estimated number of audience members is displayed, as well as chartsshowing the breakdown of the top locations, top employers, and top degrees of the target audience. The audiencecount isn't nalized until the primary email has been sent. The email tab should be referred to for the actual audiencecount. Currently campaigns have a limit of 5000 recipients, although the audience estimate shows the total number ofmatches which could exceed 5000.

Activate the CampaignOnce you have dened campaign details, emails, and audience, you activate the campaign. Activating the campaignupdates the campaign to the Scheduled status and you can no longer modify the details and audience of the campaign.You can still create follow-up emails after a campaign is activated or completed.

1. On the Campaigns page, select a campaign.2. In the Actions menu, select Activate Campaign. Once activated, the campaign is in the Scheduled status.

A campaign can have one of the following statuses:

• Draft: Upon initial save, the campaign is automatically in the Draft status. A draft campaign can be edited,activated, and deleted.

• Scheduled: Once activated, the campaign is in the Scheduled status. Campaigns can be redrafted while in theScheduled status.

• In Progress: When the primary email's scheduled date is reached, the campaign is automatically updated to theIn Progress status. Additional emails can be added and scheduled. Emails that are still scheduled in the futurecan also be modied.

• Completed: When the last email's scheduled date is reached and the emails were sent, the campaign isautomatically updated to the Completed status. Follow-up emails can still be created and when those emails arescheduled the campaign automatically updates to the In Progress status again.

• Closed: When no additional follow-up emails need to be sent for a campaign, you can close the campaign usingthe Close Campaign action. A closed campaign cannot be edited.

• Canceled: To stop an in progress campaign, use the Cancel Campaign action. Any draft or scheduled emailsare automatically updated to the Canceled status. If emails are in the process to be sent, the Cancel Campaignaction doesn't prevent those emails from being sent, but it prevents subsequent scheduled emails from beingsent. A canceled campaign can't be edited.

Create a Recruiting Campaign from a Candidate PoolYou can create a recruiting campaign from a candidate pool and use that pool as the audience of the campaign.

1. On the Candidate Pools page, select a candidate pool.2. In the Actions menu, select Create Campaign.3. Complete the elds to specify the specic requirements of the campaign..

Details on Recruiting CampaignsView campaign details such as conversion rate, response breakdown, and email metrics once the campaign is active andthe rst campaign email is sent. These details are available on the Overview tab of the campaign.



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Conversion RateThe conversion rate indicates the current response count obtained out of the campaign goal. The count takes intoaccount all the emails in the campaign (primary email and follow-up emails). For example, the conversion rate circlegraph indicates that the Apply to Job campaign obtained ve responses to achieve the goal of obtaining ten jobapplications.

Response BreakdownThe response breakdown indicates the count obtained for each response dened for the Respond to Request campaign.For Apply for Job and Refer Job campaigns, the response breakdown shows the count of job applications and referrals.The response counts taken into account all of the emails in the campaign.

Email MetricsThe email metrics indicate the count obtained for the emails that were opened, clicked, bounced, and unsubscribed.You can see metrics for the primary email and follow-up emails on the campaign details page. The card view shows theprimary email's metrics. The Refer Job campaign doesn't currently support unsubscribes, even though this category isdisplayed in the email metrics graph.

Actions to Perform on Recruiting CampaignsYou can perform several actions on campaigns from the Campaigns page.

The Actions menu lists actions that you can perform according to your privileges. Actions that don't apply to thecampaign status are disabled.

Activate CampaignUse the Activate Campaign action when you're done working on the campaign details, dening the campaignaudience, and designing and scheduling the primary email. A campaign must be activated for scheduled emails to besent. This action is only available when the campaign is in the Draft status and the primary email has been scheduled.Once activated, the campaign is in the Scheduled status and campaign details and audience can't be modied, unlessthe Redraft Campaign action is used before the rst email has been sent.

Delete CampaignUse the Delete Campaign action to delete any campaigns that were created in error and are no longer needed. Deletinga campaign removes it from the list of campaigns. This action is only available when the campaign is in the Draft status.

Redraft CampaignUse the Redraft Campaign action to make changes to an activated campaign. You can make edits to the campaigndetails, campaign audience, and campaign emails. This action is only available when the campaign is in the Scheduledstatus.



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Cancel CampaignUse the Cancel Campaign action to stop a campaign in progress and prevent any unsent, scheduled emails from beingsent. If a scheduled job is in the process of sending emails, those emails can't be stopped currently. Once canceled,campaign details can't be modied and no follow-up emails can be added to the campaign. This action is only availablewhen the campaign is in the In Progress status.

Close CampaignUse the Close Campaign action when the campaign is nished and no further follow-up emails need to be sent. Thisaction is only available when the campaign is in the Completed status. Once closed, campaign details can't be modiedand no follow-up emails can be created.

Create a Social Media CampaignYou can create and manage social media posts with personalized landing pages as part of a recruiting campaign. Thishelps you to widen the target audience of engaged candidates.

To create a social media campaign, you:

1. Create a post and a landing page.2. Capture basic analytic metrics.

Create a Post and a Landing PageYou create a social media post so that you can engage possible candidates on social media.

During the creation process, you can create a simple landing page based on the parent email. With this landing page,you can provide more info than the social media channel allows, capture channel metrics, and capture contact info fromsocial media candidates.

1. Click on the Campaigns tab.2. Open a recruiting campaign.3. Click the Social Media tab.4. Click Add.5. On the Posts page, enter a name for the post.6. Select a channel for the post. Possible options are:

◦ Facebook

◦ Twier

◦ LinkedIn

◦ Other

7. Select a landing page or create a new one.8. Enter a URL to an image.9. Enter an external description for the landing page.

10. Select a career site where the post will appear.11. Click Save.



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If you selected to create a landing page, you are taken to the landing page editor. This is where you can select the emailpreviously created for the campaign so that you keep the same branding and consistency.

With the editor, you can also add elements to the page such as headline, paragraph, text, image, buon, job list. If youadd the Capture Candidate Info element, you will be able to capture basic information from candidates who visit thelanding page so that they may join the talent community.

Once the post and landing page are ready, you need to activate the post. When the post is activated, a URL is generated.It provides analytic metrics about the post.

Capture Basic Analytic MetricsWhen candidates click the Join Talent Community buon on the landing page, the application captures their visit. Youget basic metrics from the social media posts and can evaluate the eectiveness of each post and channel.

In the recruiting campaign, click the Overview tab. Metrics are displayed in the Social Media Metrics section.



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Chapter 8Candidate Interviews

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8 Candidate Interviews

Schedule Interviews for CandidatesSchedule, manage, and track interviews with candidates to evaluate their qualications and work experience and movethem through the candidate selection process.

Let's look at the main steps of creating interviews. Your administrator creates and manages interview scheduletemplates. As a recruiter or hiring manager, you create interview schedules based on a template. Then you createinterviews for candidates. You can schedule interviews on behalf of candidates, or you can invite candidates to scheduletheir own interviews. When candidates are invited to schedule their interviews, they receive a notication containinga link to their career site where they can select a time slot that works best for them. Candidates and interviewers arenotied when interviews are scheduled. Candidates and interviewers can download a calendar aachment to add theinterview to their calendar.

There are two types of interview schedules. The type of the interview schedule determines when and who can createinterviews for candidates:

• Hiring team managed interview schedules: Members of the hiring team can start creating interviews for speciccandidates.

• Candidate managed interview schedules: Members of the hiring team create interview slots and candidates canbe sent invites to schedule their interviews by selecting from the available time slots.

Create an Interview ScheduleOnce a job requisition is in the Approval phase or later phases, the Interviews tab appears in the job requisition. If youhave the Manage Job Requisition Interview Schedule privilege, you can create interview schedules, take action onexisting schedules, view interviews in the interview schedule, take actions on interviews.

1. Open a job requisition.2. Click the Interviews tab.3. On the Interview Schedules page, click the Add buon.4. Select an interview schedule template. Content of the template is copied in the interview schedule.5. Complete the elds and provide all the details required for the interview schedule.

◦ Schedule type: The type of schedule is determined by the schedule template you selected in step 2.

◦ Location Details: The details are copied from the schedule template you selected. You can change theinformation. Available formats are In Person, Phone, or Web Conference.

◦ Seings: Select which actions candidates can perform on their interviews.

◦ Candidate Information: The details are copied from the schedule template you selected. You can changethe information. Pre-schedule details are instructions for candidates before scheduling their interview.Post-schedule details are instructions for the interview such as directions to the interview location,instructions on how to join a web conference.

◦ Interviewer Documents: Documents aached to the notication sent to interviewers. You can includea link to the job posting so that the interviewers can refer to the job description, qualications, or otherdetails. You can include a link to the resume. You can include a .ics aachment so that candidates andinterviewers can add the interview to their calendar.



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Note: The .ics seing is used for both the interviewer and the candidate.

6. Click Save and Close. The interview schedule appears on the Interview Schedules page.

The interview schedule appears on the Interview Schedules page.

Publish the Interview ScheduleYou need to publish the schedule to be able to schedule interviews.

1. On the Interview Schedules page, click the Actions menu.2. Click Publish Schedule.

The status of the interview schedule is set to Published. After publishing a candidate managed interview schedule, youcan add interview slots to the schedule. Interview slots are needed before you can send candidates interview invitations.

Schedule Interviews for CandidatesYou can schedule interviews for candidates. This can be done on both hiring team managed schedules and candidatemanaged schedules.

1. Open the job requisition.2. Access the list of job applications.3. Click on a job application.4. Click the Interviews tab.5. Click Add.6. Complete the elds to provide all the details required for the interview such as the start and end time, the

location, and the interviewers.7. Click Save and Close.

Any user from the database can be an interviewer. It's not limited to users with specic recruiting roles and privileges.The candidate and interviewers receive an interview notication by email or SMS. Interviewers can add the interviewmeeting to their calendars. If you update or cancel the interview, the candidate and interviewers receive a notication.

Notications sent to candidates are logged in the candidate's job application Interactions tab.

You can track and take actions on scheduled interviews from the interview schedules shown on the job requisition andfrom each candidate's job application. You can cancel interviews, reschedule them, update interviewers.

Invite Candidates to Schedule Their InterviewsYou can invite candidates to schedule their own interviews. This can be done with interview schedules of type candidatemanaged.

1. Open a job requisition.2. Access the list of job applications.3. Select one or multiple candidate job applications. You can send an interview invite to a maximum of 50 job

applications at a time.4. Use the Send Interview Invite action.

Candidates receive a notication containing a link to their career site where they can schedule the interview. They selecta time among the available time slots that have been dened on the interview schedule added to the job requisition. Assoon as a candidate selects a time slot, that time slot is no longer available to other candidates invited to the interview.



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As a recruiter, you can see which time slots were selected by candidates. This information is available in the candidatejob application and in the interview schedule of the job requisition.

Candidates can access interview details as long as their job application is still active.

Interview Schedule SeingsThis table shows seings that you can use to congure interview schedules.

Seings for Hiring Team ManagedInterview Schedule

Seings for Candidate Managed Interview Schedule

Candidates can cancel

• Candidates can cancel theirinterviews on external andinternal career sites. Whencandidates view a scheduledinterview, they can use theCancel Interview action.

Candidates can reschedule

• Candidates can reschedule their interviews on external and internal career sites whenthe schedule permits it. When candidates view a scheduled interview, they can use theReschedule Interview action.

Candidates can't make last-minutechanges - Hours Before Interview

• Select the number of hoursbefore an interview whencandidates can no longer makechanges.

Candidates can cancel

• Candidates can cancel their interviews on external and internal career sites. Whencandidates view a scheduled interview, they can use the Cancel Interview action.

Candidates can schedule on same day

• Same day scheduling means candidates can schedule an interview on the same daythey are viewing the interviews on the interview scheduling page. For example, if acandidate gets an interview invitation today, the candidate can see interviews availabletoday.

Candidates can see future interviews - Interview Visibility

• Select the number of weeks or months of the interview schedule to which candidateshave access to when scheduling an interview.

Candidate limit on rescheduling - Reschedule Limit

• Indicate the number of time the candidate can reschedule an interview.

Candidates can't make last-minute changes - Hours Before Interview

• Select the number of hours before an interview when candidates can no longer makechanges.



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Candidate Interview NoticationsSeveral notications related to interviews are sent to candidates and interviewers. Notications sent to candidates arelogged in the candidate's job application Interactions tab.

This table shows notications sent for candidate interview actions.

Action Candidate Notication Interviewer Notication Recruiter and HiringManager Notication

Schedule Interview (for hiringteam managed schedules)

Interview ScheduledNotication



Edit Interview

Interview Updated Notication



Delete Interview

Interview CanceledNotication



Send Interview Invite(for candidate managedschedules)

Schedule InterviewNotication

N/A

N/A

Interview Scheduled byCandidate (for candidatemanaged schedules)




Send Invitation to Reschedule

Interview RescheduleNotication

N/A

N/A

Notication automatically sent24 hours before scheduledinterview

Interview ReminderNotication

Interview ReminderNotication

N/A

Ask For Feedback About a Candidate InterviewYou can ask the Hiring Team to provide feedback regarding the interview of a candidate.

1. Open a job application.2. In the Actions menu, select Collect Feedback.3. Select respondents. By default, the Hiring Team dened on the job requisition is available for selection as

respondents. You can add other respondents (any HCM user) but they are also added to the job requisition'sHiring Team.



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4. Select interview questionnaires. Interview questionnaires can be associated with the job requisition templateand job requisition. If this is the case, they are available for selection. You can select more interviewquestionnaires while creating the feedback request, and they are automatically associated to the jobrequisition.

5. Select job application's aachments to include in the feedback request. You can add any aachment types inthe interview questionnaire.

6. Modify the expiration date of the request if needed, add a note to respondents, and send the request torespondents.

7. Click Submit.

The respondents get a worklist notication or an email that contains a link to open the interview questionnaire.The questionnaire includes basic information such as the requisition title, candidate name, job application-specicaachments, questionnaire instructions, and any notes you added for the respondents. The respondents cancomplete the questionnaire or save their responses to complete the questionnaire later. When respondents submit thequestionnaire, the completed questionnaire is available to review in the job requisition and candidate job application,on the Feedback tab. If respondents aempt to access a questionnaire they already submied, they don't see thequestionnaire; instead they just see a generic message that the questionnaire was completed and submied.

You can manage requests for interview feedback for a single candidate at the job application level or across all jobapplications at the job requisition level, on the Feedback tab. Requests are grouped by questionnaire and display thecandidate, respondent, request status, and request date.

If you want to send a message to respondents to remind them that they need to provide feedback, use the SendReminder action. You can cancel feedback requests using the Cancel Request action. You can also renew expiredrequests so that respondents can complete the questionnaire. The Renew action resends the request to the respondentwith all of the original aachments and notes. The renewed request automatically expires 14 days from the renewedrequest date.

Interview QuestionnaireInterview questionnaires contain questions used by recruiters and hiring managers to collect feedback on candidatesduring candidate interviews.

Interview questionnaires are added to job requisitions and job requisition templates. Interview questionnaires can beused at any time during the candidate selection process. They're not limited to the interview phase.

The Recruiting Administrator creates and manages interview questionnaires in a centralized library.

Candidate Interview FAQs

How can I invite a candidate to reschedule an interview?You can use the Send Invitation to Reschedule action when you are on the Interviews list or viewing the details of aninterview. The candidate receives a notication containing a link to access their career site where they can rescheduletheir interview.



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Chapter 9Candidate Selection Processes

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9 Candidate Selection Processes

Candidate Selection ProcessThe candidate selection process provides the framework to move candidates through the hiring process to evaluate andnd the best candidates for a job.

When candidates apply for a job, the candidate selection process tracks and manages candidates from the timetheir job application is conrmed to the time that they're hired. An analogy can be drawn between the candidateselection process and moving candidate resumes from one pile to another as the selection progresses and the numberof resumes retained is reduced. For example, a candidate job application is analyzed, the candidate is contacted,interviewed, then hired.

When recruiters create or edit a job requisition, they can select a candidate selection process that matches the jobrequisition context (locations, organization, job family, job function, recruiting type).

Candidate Selection Process Phases and StatesA candidate selection process is made of multiple phases, and each phase is made of multiple states.

The table lists the phases and states provided as part of the candidate selection process template.

Phase State

New

To Be Reviewed Reviewed Under Consideration Selected for Screening Rejected by Employer Withdrawn by Candidate

Screening

To Be Reviewed Reviewed Phone Screen to Be Scheduled Phone Screen Scheduled Phone Screen Completed Selected for Interview



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Phase State

Rejected by Employer Withdrawn by Candidate

Interview and Selection

Interview to Be Scheduled Interview Scheduled Interview Completed Feedback Requested Feedback Completed Selected for Oer Rejected by Employer Withdrawn by Candidate

Oer

To Be Created Draft Pending Approval Approval Rejected Approved Extended Accepted Rejected by Employer Withdrawn by Candidate

HR

To Be Processed Processing Processed Rejected by Employer Withdrawn by Candidate



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How You Move a Candidate in the Candidate SelectionProcessUse the Move action to select the phase and state where you want to move the candidate job application.

• You can only move candidate job applications that are active, conrmed, and have no job oer.

• You can move a candidate job application back and forth within the states of a phase.

• You can only move a candidate job application forward in a subsequent phase of the candidate selectionprocess. To move a candidate to a prior phase, you must use the Return to Prior Phase action.

• You can bypass phases if they were congured as not mandatory. A privilege is required: "Move Candidate JobApplications Skipping Mandatory Phases". This privilege is granted to recruiters by default.

If your administrator dened move conditions on a given candidate selection process state, you won't be able tomove job applications until the conditions are met. Only a user with the "Move Candidate Job Applications IgnoringConstraints" privilege can manually move job applications regardless of the move conditions.

Here's an example:

A condition was dened to prevent moving job applications when a background check was initiated but the resultshaven't been returned yet. While the background check request is in progress, you won't be able to move jobapplications to a dierent phase or state. Once background check results are received, you will be able to move jobapplications.

Note: A condition can prevent moving candidates forward. Even if the condition isn't met, you can still use theReturn to Prior Phase action.

View the Phase and State of a Candidate Job ApplicationYou can see the phase and state of a candidate job application from the job applications list and from within each jobapplication.

When you view the job applications list of a job requisition, the phase and state in displayed next to each job application.

When you open a job application, click the Progress tab to obtain more details about the status of the job application.Two views are available:

• Current Progress: This view displays all the phases the job application will go through, the amount of time spentin each phase, and the state of the current phase.

• Progress History: This view displays every phase and state the job application has gone through.

Depending on where the job application is in the selection process and the conguration of the application ow, theProgress tab can display e-signatures: the job application e-signature completed as part of the candidate's applicationprocess, and the job oer e-signature completed as part of accepting a job oer.

Note: The Progress tab only appears when a job application is conrmed. It doesn't appear for unconrmedcandidate job applications.



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Candidate Selection Process FAQs

What's the dierence between Return to Prior Phase and Return toPrior State?Use the Return to Prior Phase action to move a candidate back to a prior phase. This action is only available forcandidate job applications that are active.Use the Return to Prior State action to return a candidate job application to the last state it was in prior to a terminalstate such as Rejected and Withdrawn by Candidate. The Return to Prior State action is only available for candidate jobapplications that are inactive.


Chapter 10Screening Services

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10 Screening Services

Background CheckYou run background checks on candidates as part of their candidate selection process to verify their background beforehiring them.

You can add background checks to job requisitions that are in the Draft state. In the job requisition Screening Servicessection, you can add one or more background check screening packages, usually multiple packages with a singlescreening. Once you have selected the desired background check partner and user account, go to the partner's site toadd the background check screening packages to the job requisition. You can also specify the order in which the partnerwill run the screening packages. When you save the changes, you can see the selected screening packages on the jobrequisition Screening Services section.

Your administrator congures at which state and phase of the candidate selection process the background checkneeds to be automatically triggered. The background check partner obtains the candidate's info and completes thebackground check. You then receive a notication.

You can view the status of the background check and background check results in the candidate job applicationScreening section. These statuses are displayed:

• Completed - Pass

• Completed - Fail

• Completed - To Be Veried

• Declined By Candidate

You can also go to the partner's site to view details about a candidate's background check results or to order additionalscreenings. After the background check is complete, candidates are ready to be moved to the next step in the recruitingprocess.

Note: When you create a job requisition based on a template, screening packages selected for the requisitiontemplate are added to the job requisition.

AssessmentYou use assessments to assess and measure the knowledge, skills, abilities, and aributes of candidates for a job.

You can add assessments to job requisitions that are in the Draft state. In the job requisition Screening Services section,you can assign one or more assessment screening packages. After you select the desired assessment partner anduser account, you need to decide if candidates take the assessment when applying for a job, or during the candidateselection process, or both.

• For assessments during the job application, select the assessments for the internal job application ow,the external ow, or both. Candidates receive a link to take the assessment right after submiing their jobapplication.

• For assessments during the selection process, select the phase and state when the assessment request issent to candidates, then select the assessments. When a job application is at the phase or state selected, the


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assessment partner's service is called to initiate one or multiple assessments, based on it's conguration.The partner validates the user requesting the screening service and retrieves candidate and job requisitioninformation. After the partner receives all the information, the status of the assessment is set to "Started". Thepartner then sends an email to the candidates with a link to take the assessments. The partner updates thestatus to "In progress" when the candidates start the assessment process. After the candidates complete all theassessments, the partner updates the status to Completed, Completed - Fail, Completed - Pass, Completed - Tobe Veried and the overall assessment results are available in the candidate job applications.

You can view the status of the assessment and assessment results in the candidate job application Screening section.You can also go to the partner's site to view additional details about a candidate's assessment results. Once theassessment is complete, candidates are ready to be moved to the next step in the recruiting process.

When you view candidate search results, members of a candidate pool, prospects for a job requisition, and jobapplications, you can use these assessment lters

• Assessment Package

• Assessment Status

Tax Credit ScreeningTax credit screenings are used to validate tax credit eligibility of candidates. Candidates can be eligible to variousfederal, state, and other tax credits.

You can add tax credit screenings to job requisitions that are in the Draft state. In the job requisition Screening Servicessection, you can assign one tax credit screening package with multiple screenings. You then select the desired partnerand user account, and also a location package, if needed. Indicate if the tax credit screening is triggered during thecandidate application ow or the candidate selection process. When you save the changes, you can see the selectedscreening packages on the job requisition Screening Services section.

The tax credit screening is automatically triggered during the external job application ow or when candidates reach aspecic phase and state in the candidate selection process as congured by your administrator. The tax credit partnerreceives the request and retrieves info from the job requisition, the location package, and the candidate. The partnermay invite the candidate to complete required forms, if needed. Once the tax credit screening is completed, you receivea notication. You can view the status of the tax credit screening in the candidate job application Screening section. Youcan also go to the partner's site to review the candidate's detailed results or access ocial forms.

You can view the status of the tax credit screening in the candidate job application Screening section. You can also go tothe partner's site to review the candidate's detailed results or access ocial forms.

Note: When you create a job requisition based on a template, screening packages selected for the requisitiontemplate are added to the job requisition.

Note: If hiring conrmation is used for hiring requisitions associated to pipeline requisitions, the initiated taxcredit trigger should also be placed at the hiring requisition level. When no hiring conrmation is used, thetrigger can be dened at the pipeline job requisition level.


Chapter 11Job Oers

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11 Job Oers

Where You Can See Job OersThere are several places where you can see job oers.

Job Oers Page, in Hiring Work AreaMy Client Groups > Hiring > Job Oers

The Job Oers page lists job applications in the Oer phase. As soon as a job application leaves the Oer phase, it's nolonger displayed on the page.

The Job Oers page is used by recruiters and hiring managers. They need the View Job Oer privilege. They can onlysee oers based on specic data security.

The ... menu for each oer lists the most-frequently used actions that you can take for that candidate's oer. Notethat the Move action is available only to change the job application's state to Withdrawn by Candidate and Rejected byEmployer. When users click on a job application, they're brought to the Oer tab of the application.

Job Application's Oer TabMy Client Groups > Hiring > Job Requisitions > Job Application

The Oer tab becomes available as soon as the job application is moved to the Oer - Draft status.

The Oer tab is used by recruiters and hiring managers. To view this tab and its content, they need specic privilegesand data security.

The Actions menu lists actions relevant to the phase and state of the job application. Only actions to which users haveaccess according to their privileges are displayed.

Job Oers Page, from Quick ActionQuick Actions > Manage Job Oers

The Job Oers page, reached from the Manage Job Oers quick action, lists job applications in the HR phase. As soonas a job application leaves the HR phase, it's no longer displayed on the page.

This page is used by the HR specialists. To view the quick action and access the page, the HR specialists need theAddress Job Oers privilege. They can only see oers based on specic data security.

The Actions menu lists actions that are appropriate for the HR specialists to perform on this oer, at this point in thelifecycle.

When clicking on a job oer, the HR specialists are brought to the oer's details page.


Chapter 11Job Oers

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Job Oers Details PageQuick Actions > Manage Job Oers > Job Oer

When the HR specialists select a specic oer from the Job Oers page, they land on a page that contains all the detailsof the oer. They don't see the candidate's full job application.

The Actions menu lists actions relevant to the state of the oer.

Job Oer Life CycleThe job oer life cycle includes these main activities:

• A recruiting user who can see the candidate job applications on a given requisition decides to create a job oerfor a candidate. This person or others on the newly created Oer Team can provide various details of that joboer, including the proposed start date, job assignment, position if any, salary, or other compensation. This joboer can be submied for approval, then extended to the candidate.

• The candidate receives an email to inform them that they have a job oer. The candidate reads the joboer online and considers it. The candidate can accept the oer or decline it, either electronically with an e-signature, or by providing their response to an Oer Team member who enters the information on their behalf.

• After accepting the job oer, the candidate is moved into any congured custom phases of the selectionprocess, such as a background check or providing additional information like their national identier. Finally,the candidate's job application is handed o to the HR specialist who nishes the work to transform the joboer into a pending worker or a worker with a new assignment, as appropriate. The HR team performs dierenttasks depending on whether the candidate is a brand new hire, a rehire coming back to the company, or acurrent worker moving to a new or additional job within the company.

• After all the processing is completed, the requisition has one fewer opening, and the worker is now consideredas an internal candidate for purposes of any future recruiting.

As soon as a job oer is created, the Oer Team can move candidate job applications forward through the lifecycleusing specic actions available on the Actions menu as they become appropriate. Users need to have the right oer-related privileges and be named on the Oer Team to see these actions.

Job Application States Within the Job Oer PhaseA job application goes through dierent states within the Job Oer phase.

The table presents the states within the Job Oer phase.

State in the Job Oer Phase Description

To Be Created

No job oer exists yet. To create a job oer, you need the Initiate Job Oer privilege.

Draft Pending Approval

These are states within the normal job oer path.


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State in the Job Oer Phase Description

Approved Extended Accepted

Approval Rejected Withdrawn by Candidate Rejected

These are inactive states.

This diagram shows the dierent states of a candidate job application when it goes through the job oer lifecycle.The states that a successful candidate's job oer goes through are presented in the center of the diagram. Thereare also a few states for when the job oer gets stopped in the process for some reason. The arrows going back andforth between states show that the job oer can get redrafted if necessary at various points. The goal is to reach the


Chapter 11Job Oers

64

nal state Accepted so that the candidate can nally get passed forward to the HR processing in the last phase of therecruiting lifecycle. Note that it is not possible to add or remove any states from the Job Oer phase.

To Be Created

Draft

Pending Approval

Approved

Extended

Accepted


Rejected (by Employer)

Approval Rejected


Chapter 11Job Oers

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Job Oer Actions and PrivilegesUsers with the right privileges can perform several actions depending on the job oer state.

Action Description and Privilege

Create Oer You create a job oer to detail the proposed assignment, salary, and other details to be used

when the candidate accepts the job oer.

If your tasks consist of selecting the right candidate for the requisition, drafting the job oercompletely, and sending it for approval, you need these privileges:

• Initiate Job Oer• View Job Oer• Update Job Oer• View Job Oer Salary• Update Job Oer Salary• View Job Oer Other Compensation• Update Job Oer Other Compensation

However, if the above tasks are broken up between two roles, a hiring manager and a moretrained recruiter, then the rst person needs the Initiate Job Oer privilege, and the otherperson needs all the other privileges listed above.

Edit Oer You edit a job oer to modify its content. The Edit Oer action is available for job oers in the

Draft state.

Privileges required for this action:

• View Job Oer• Update Job Oer

If you need to edit elds related to money, you also need these privileges:

• View Job Oer Salary• Update Job Oer Salary• View Job Oer Other Compensation• Update Job Oer Other Compensation

Submit Oer You submit a job oer to have it approved by approvers. The Submit Oer action is available

for job oers in the Draft state. The action is available while editing the oer.


• View Job Oer• Update Job Oer• Move Job Application


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Extend Oer You use the Extend Oer action to communicate a job oer to a candidate. The Extend Oer

action is available for job oers in the Approved state.


• Communicate Job Oer• Move Job Application

Resend Oer You use the Resend Oer action if the candidate deleted or misplaced the email that contains

the link to reach a job oer on the career site. The Resend Oer action is available for job oersin the Extended state.


• View Job Oer• Communicate Job Oer• Move Job Application

Accept Oer You use the Accept Oer action to accept the oer on behalf of the candidate. The Accept

Oer action is available for job oers in the Extended state, or in the Approved state if theExtend state is congured to be skipped.


• Communicate Job Oer• Move Job Application

To capture a negative response to an oer on behalf of a candidate, you use the MoveCandidate action.

Redraft Oer You use the Redraft Oer action to revise the job oer and start the Oer phase lifecycle again.

The Redraft Oer action is available for job oers in all states except Pending Approval.


• Initiate Job Oer• Move Job Application

Preview Oer You use the Preview Oer action to see how the job oer leer appears to the candidate.


• View Job Oer

To see tokens resolved in the oer leer, you need these privileges:

• View Job Oer Salary• View Job Oer Other Compensation


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Move Candidate Use the Move Candidate action to change to states Withdrawn by Candidate or Rejected.

To execute the Move Candidate action to these inactive states while the candidate is in theOer phase (before the Extended state), this privilege is required: :

• Move Candidate

To execute the Move Candidate action to these inactive states while the candidate is inExtended or Accepted state, or any subsequent custom phase, these privileges are required:

• Move Candidate• Communicate Job Oer

To execute the Move Candidate action to these inactive states while the candidate is in the HRphase, this action is done by the HR specialists who need this privilege:

• Address Job Oer

Move to HR The Move to HR action is available for job oers in the Accepted state. The action is always

shown for external candidates. If a custom phase is congured after the Oer phase andbefore the HR phase:

• The Move action will move the candidate forward into a state in that custom phase.• The Move to HR action will skip the custom phase and go directly to the HR phase.

Delete Job Application The Delete Job Application action is available for job oers in the Withdrawn by Candidate or

Rejected states.

Privilege required for this action:

• Delete Candidate Job Application

Create a Job OerYou create a job oer to detail the proposed assignment, salary, and other details to be used when the candidateaccepts the job oer.

Here are the main steps to create a job oer:

1. Initiate the creation of the job oer.2. Complete sections and elds of the job oer

Initiate the Creation of the Job OerOnce a candidate has applied to a job requisition and the selection process has reached the desired point, use theCreate Oer action to initiate the creation of the job oer. You're brought to the Create Job Oer page where youcan select the sections of the job oer you want to work on right now. Sections that are mandatory don't appear as anoption.


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Complete Sections and Fields of the Job OerWhen you click Continue, sections you selected and mandatory sections appear and you can complete elds in each ofthe sections.

When and Why: This section is mandatory. Here's some important information about elds in the When and Whysection.

Field Information to Consider

When is the employee start date?

This is the projected day that the candidate would begin work in the new assignment. The value you select for the start date has an impact on the values available in the Action elddepending on whether the candidate has any other active work relationships with the companywhich are starting or ending in the future. For instance, consider a worker whose currentassignment ends next month. If the current job oer's start date is after that termination date,the job oer represents a rehire. Whereas if the current job oer's start date is before thattermination date, it likely represents a transfer or perhaps a second concurrent assignment.

Legal Employer

The value you select in the Legal Employer eld has an impact on the elds and sectionsshown in the rest of the oer page. For instance, certain legal employers are congured to useContracts. In that case, a Contracts section will immediately be displayed when one of the legalemployer is selected. While coming back to edit an oer that was previously drafted, if a new legal employer isselected, already-saved values in the Assignment section get removed. This is done to ensurethat all values can coexist correctly, and that all necessary elds are displayed for the new legalemployer.

Worker Type

Two worker types are available: Employee and Contingent. The value you select in theWorker Type eld has an impact on the values available on the page if the candidate has anyother active work relationships with the company. For instance, if the candidate is already acontingent worker for a given legal employer, the job oer can't be for another contingentworker assignment in the same legal employer. The candidate can be oered an additionalcontingent worker job with a dierent legal employer, or can be oered an employee job withthe same legal employer as the existing assignment.

Action

The values that you selected in the Start Date, Legal Employer, and Worker Type elds have animpact on the list of available actions. The Action list is populated once you complete the Start Date, Legal Employer, and WorkerType elds. The action that you select is used when the HR team processes their new task. Values in this eld include options that are appropriate for external candidates such asAdd Pending Worker, or options for internal mobility candidates such as Transfer or GlobalTemporary Assignment. For details, see Actions Available Based on the Employment Scenarios.

Assignment Info: This section is mandatory. It provides information about a person's role such as business unit, job,grade, position, location. If you select a position, many of the elds in the Assignment Info section get their initial valuesfrom the selected position. If you don't select a position, many of the elds in the Assignment Info section get their


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initial values from the requisition. If the requisition has a position, the oer's Position eld will have the same value asthe requisition. You can change the position if needed. For details, see Create a Job Oer Based on a Position.

To modify assignment info, you need this privilege:

• Update Job Oers

Oer Team: This section is mandatory. This is the list of users who can access the job oer if they have the necessaryprivileges. If the oer proceeds all the way through a successful hiring cycle, the hiring manager listed in the Oer Teamwill become the direct manager or line manager of the candidate.

The Oer Team is composed of the hiring manager, the recruiter, and collaborators. When you create a job oer, thehiring manager, recruiter, and collaborators of the job requisition's Hiring Team are copied into the Oer Team. Thehiring manager and the recruiter are the mandatory members of the Oer Team. You can replace them. You can alsoreplace, remove, or add any collaborators.

Note: Changes made to the requisition's Hiring Team after the creation of the oer aren't reected in theOer Team.

To view job oer details within the Hiring pages, you need to:

• Be named on the Oer Team or be in the hierarchy above someone on that team.

• Have the View Job Oers privilege.

• Optional: Have the View Job Oer Salary and View Job Oer Other Compensation privileges.

• Have the right data security to view persons and assignments in the given area of your organizations.

To replace, add, and remove people listed on the Oer Team, you need this privilege:

• Update Job Oers

Salary: This section provides information about salary such as salary basis, salary amount, annual salary. An oercan be created and saved in the state Draft without a salary, but it can't be submied to approvers nor extended tocandidates if the salary has not been determined.

To view and update salary details, you need these privileges:

• View Job Oer

• Update Job Oer

• View Job Oer Salary

• Update Job Oer Salary

Here's some important information about elds in the Salary section.


Salary Basis

The salary basis determines the period in which salary is expressed and the currency of thesalary for this job oer. You're only shown salary bases that are available within the legalemployer selected above in the Assignment Info section. The element associated with thesalary basis must be congured to have open eligibility. Any eligibility limitations on the salarybasis's elements may prevent smooth hiring of the candidate after they accept the job oer. For more information, see Conguring Payroll Elements for Use in Oracle Compensation Cloud(Doc ID 1589502.1) on My Oracle Support at hps: / /supportoraclecom.


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Salary Amount

Once you have selected a salary basis, you can enter the amount of salary the candidate willget. A three-leer code of the currency and the frequency selected as part of the salary basisare displayed. Example: USD monthly.

New Salary

This area appears once you have entered the salary amount. The salary amount is displayed ina graphical way. If there is a congured Minimum and Maximum, this information may also bedisplayed graphically here.

Other Compensation: Any number of individual compensation plans can be displayed, based on the Action eld valueselected in the When and Why section of the oer. After you select the Plan and Option values, many other relevantelds are displayed to complete the compensation for this oer.

To view and modify the Other Compensation section, you need these privileges:

• View Job Oers

• Update Job Oers

• View Job Oer Other Compensation

• Update Job Oer Other Compensation

Aachments: You can select les to associate them with the oer. The les are displayed to the candidate at theboom of their online job oer. They can read, save, and print them. When the candidate application is handed o tothe HR specialist, the les are copied into the Document Records (under Recruiting).

Additional Info: If exelds are congured for job oers, the Additional Info section appears and the elds are shownhere.

Oer Leer: The oer leer is a formal wrien document given by an employer to a candidate. The leer conrmsdetails of the job oer such as the job title, proposed start date, work location, salary, or other compensation.

Here's some important information about elds in the Oer Leer section.


Oer Leer

This is where you select the oer leer template, which merges the candidate's specic wordsand information with the standard formaing and text to create a formal document that willdisplay to the candidate when the oer gets extended. Oer leer templates help to meetbusiness requirements and legal compliance requirements while maintaining consistent oerleer and business image. There might be a choice of templates for selection depending onhow many your company has congured to meet its needs.

Candidate Job Application Language

This is a read-only eld indicating the language used by the candidate when applying for thejob. This information helps you use the appropriate language in the Additional Text elds sothat the candidate can read and understand the text.

Expiration Date

This optional eld is the date by which a response from the candidate is expected. If the joboer is still in the state Oer - Extended when the expiration date is reached, both you andthe candidate can receive a notication. The candidate has the opportunity to respond to thejob oer. If the candidate doesn't respond, you can for example reject the candidate. No otheractions happen automatically when the expiration date arrives.


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Additional Text 1 and Text 2

You can use these elds to add any personal touches into the standard oer leer. Thecontent appears within the job oer leer, as long as the selected job oer leer template wascongured to display these two elds.

You can create a job oer and save it as Draft without creating an oer leer. But the oer leer must be created beforeyou can submit the job oer for approval, unless the oer lifecycle is congured to bypass the Oer Extended state.

If you have the Update Candidate Job Oer Leer privilege, you have the choice of using an oer leer template oruploading a custom oer leer. For details, see Adjust an Oer Leer.

Actions Available Based On Employment ScenariosWhen you create a job oer, you select the appropriate human resource (HR) action. The list of actions is narroweddown, showing only the limited set of actions that are appropriate for the candidate based on the info available in thejob oer and the candidate's existing work relationship. Then, when the candidate moves into the nal HR phase, thecandidate is put into the hands of the HR specialists. As soon as the candidate job application enters the HR phase, itbecomes visible on the HR specialist's list on their Job Oers page, from the Manage Job Oers quick action. It's theHR specialist responsibility to execute that preselected HR action to create the appropriate records for the candidate tobecome a worker in the promised job.

This table describes six employment scenarios and the available actions that the HR specialists can perform for eachscenario.

Scenario Actions to Process the Job Oer

New Hire: The person has no workrelationship and job history.

Add Pending Worker

Rehire: The person has a record inthe application, but has no activework relationship

Add Pending Work Relationship

Global Change: The person has onlyone active work relationship with thesame worker type as the job oer.However, the legal employer of thework relationship and the job oerare dierent.

Global Transfer Global Temporary Assignment Add Employee Work Relationship or Add Contingent Work Relationship (depending on theworker type selected for the job oer)

Local Change: The person has oneactive work relationship with thesame worker type and legal employeras the job oer.

Assignment Change Promotion Transfer


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Scenario Actions to Process the Job Oer

Add Assignment Position Change Job Change

Change Worker Type: The personhas one or more active assignmentsin the same work relationship.However, the worker type of the workrelationship and the job oer aredierent.

Add Employee Work Relationship (when worker is currently a Contingent) Add Contingent Work Relationship (when worker is currently an employee)

Other: The person may already havemore than one active assignmentbesides this job oer, or is in anothercomplex situation that isn't coveredby any above scenario.

Add Assignment Assignment Change Global Transfer Add Employee Work Relationship Add Contingent Work Relationship Job Change Position Change Promotion Transfer When it's time for the HR specialists to execute this preselected action for the candidate whoseoer is in this scenario, more complex processing steps will be required. See Complex JobOers: How They're Processed.

Create a Job Oer Based on a PositionWhen you create a job oer for a candidate, you can select a position in the Assignment Info section to tie the oer toa specic position. The reason to use a position in a job oer is to ensure that the organization has planned to have aplace for the worker in the workforce, so the oer's Assignment Info section gets eld values from the selected position.

The position can either come from the oer's job requisition or can be chosen directly on the oer.

• If the job oer is created from a job requisition that has a position, the job oer's Position eld is mandatory.The job requisition's position is defaulted into the job oer's Position eld. But you can change the value forthis specic job oer.

• If the job requisition doesn't have a position, the Position eld in the job oer is optional.


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Here's the list of eld values that appear in the oer from the associated position. If the selected position has a valuein these elds, that value gets copied to the oer. If the position's value is null for any of these elds, the oer gets thevalue in the requisition.

• Manager

• Department

• Job

• Location

• Grade Ladder

• Grade

• Probation Period

• Full Time vs. Part Time

• Regular vs. Temporary

• Assignment Category

• FTE and Working Hours

• Start Time and End Time

• Union, Bargaining Unit and Collective Agreement

• Mapped exelds. Each Flexeld on a Position can be congured to associate with a Flexeld on Assignment.These values will be copied here.

Position SynchronizationYou can change the oer values that came from the position, depending on how position synchronization is conguredby your administrator.

• If position synchronization isn't enabled, the position's values are pre-lled into some of the oer's elds in theAssignment Info section by default. You can change the values.

• If position synchronization is enabled and various elds on the position are congured to be synchronized,then these elds appear as read-only in the job oer's Assignment Info section. You can't change their valueson the job oer. This ensures that the values stay in sync with the values of the position. However, if youradministrator has congured to allow individual assignments to override their positions, this job oer willdisplay an option to make these elds editable and you will be able to change the values. If the remaining eldsaren't congured to be synchronized, then these elds appear as default values in the job oer. If desired, youcan change these default values in the oer's Assignment section to diverge from the position's starting point.

Changes to Synchronized Position ValuesWhen changes are made to a position's eld values that are synchronized with a job oer, the oer's values are updatedat many points in the candidate's lifecycle.

• Fields for which position synchronization isn't enabled will never be changed in the oer, even if the position'svalue in these elds gets updated.

• Fields for which position synchronization is enabled will be automatically updated to stay synchronized, beforethe candidate has seen their oer. This means active states in the Oer phase: Draft, Pending Approval, andApproved.

• If the position is updated after the candidate might have seen their job oer, no changes to the oer elds canoccur. This means the oer's values remain unchanged regardless of position updates while the job applicationis in the state Oer - Extended or any subsequent active state. This includes the Oer phase's states Extended


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and Accepted, and any active states in the HR phase or other custom phase that may be congured. Becausethe position now has slightly dierent values than the job oer, the HR specialist may have to reconcile anydierences later after the hand o to HR.

• If the position is updated after the job application is no longer active, no changes to the oer elds occur. Thismeans the values in the oer's Assignment section remain unchanged regardless of position updates while thejob application is in the Oer phase's state Approval Rejected, or in the inactive states Withdrawn by Candidateor Rejected in the HR phase or in any other custom phase that may be congured. However, if the job oer isredrafted, any synchronized elds will automatically be updated to match the position's values when the oer isonce again in the state Draft.

Adjust an Oer LeerYou can create consistent oer leers based on templates and adjust them to individual situations as needed. Forinstance, certain kinds of hiring require unique wording or agreements, beyond the standard approved templates.

Submit a Job Oer for ApprovalWhen you are done drafting a job oer and are satised with its content, use the Submit action to submit the job oerfor approval.

To ensure that the approvers' time and the candidate's time isn't wasted on over-hiring, the Submit buon only appearsin the Edit Oer ow if:

• There are still openings in the job requisition, compared to the number of hired candidates as of today.

• There are still open headcounts and vacant FTE in any position that's associated with the job oer. Thisincludes the number of incumbents as of the oer's start date, plus any other candidates who have anextended or accepted job oer to become incumbents by that date.

To submit a job oer for approval, you need these privileges:

• View Job Oer

• Update Job Oer

• Move Job Application

Approve a Job OerApprovers receive an email notication and a worklist notication (Bell icon). The notication can contain any of theoer's elds and their values for the approver to consider. Approvers can view the names of any aachments whichthe candidate will see on their oer leer, though they can't view the content here. Approvers can click a link in thenotication to view the exact oer leer that the candidate will see.

To approve job oers, approvers need these privileges. If any of these privileges aren't granted, approvers won't be ableto see specic eld values within their notication nor within the full oer leer that they can click to view its content,but they will able to approve the oer.

• View Job Oer


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• View Job Oer Salary

• View Job Oer Other Compensation

• View Job Requisition

When all approvers give their approval, the approval is completed successfully. The job application changes to the Oer- Approved status. When the approval is rejected, the job application changes to the Oer - Approval Rejected status.If the approval is congured to be bypassed, the status will change to Oer - Approved immediately after the user hassubmied the draft oer.

Preview a Job OerYou can use the Preview Oer action to see how the job oer leer appears to the candidate.

You will see:

• The branding matching the site where the candidate applied for the job.

• Page text and buons in the language used by the candidate when applying for the job.

• The oer leer with tokens resolved for the candidate and any adjustments that were made to the oer leertemplate.

• Links for any oer aachments that the candidate is expected to review.

• Media les that were congured in the requisition to display in the oer.

You can use the Preview Oer action at any point in the oer's lifecycle to view the oer leer with its current values.This means after the job oer has been extended, declined, or even after the candidate has been hired years earlier.

Security restrictions are enforced when previewing the oer. Depending on your privileges, you might not see the joboer salary values, for instance, or view the job oer other compensation values within that template.

Extend a Job OerYou extend a job oer to communicate the oer to the candidate.

When the job oer is approved, use the Extend Oer action to communicate the oer to the candidate. Doing this setsthe job oer state to Extended.

Upon clicking the Extend Oer action, the following is veried:

• If there are still openings in the requisition. This prevents extending more job oers than the number ofavailable openings. A requisition is considered to have available openings if the number of openings is greaterthan the number of hired candidates combined with the number of candidates with an extended or acceptedjob oer.

• If there are still open headcounts and vacant FTE in the position as of the oer's intended start date. For details,see the topic entitled Job Oers Respect Headcount of Job Requisitions and Positions.

When a job oer gets extended, the candidate receives an email or SMS informing them of the new oer and invitingthem to view and respond to the oer. After clicking the link in the invitation, the candidate receives a new messagecontaining a 6-digit verication code to access the oer. The candidate enters this number into the web page to seethe job oer, displayed within the same site and branding where they applied to the job. From here, the candidate canprint the job oer, open aachments, view any media, and respond to the job oer. When the candidate accepts the


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oer, they may receive another message acknowledging their acceptance which includes another link to view the oerif desired. The candidate can access the oer as many times as needed while it's extended or after they have acceptedit. Each time they click the link in their invitation, the candidate receives a new email or SMS containing a fresh 6-digitverication code. This grants the candidate access to view the page of the job oer.

Note: Internal candidates also receive a worklist notication (Bell icon). They can also visit the Current Jobswork area to see new job oers (select Navigator > Me > Current Jobs > Job Oers).

If the candidate needs another copy of the invitation to reach the job oer, perhaps because it was deleted, use theResend to Candidate action. By default, the message is exactly the same as the email or SMS sent to the candidatethe rst time the job oer was extended. This action can be used as many times as needed when the job oer is in theExtended state.

Bypass Extending a Job OerYour administrator can congure the candidate selection process for any requisition to bypass extending oers tocandidates. Every candidate on these requisitions will be moved from Oer - Approved directly to Oer-Accepted.

As soon as an oer reaches the Approved state, you can tell the candidate about the oer. You can't move the oer intothe Extended state. If the candidate tells you that they decline the oer, use the Move action to change the oer statusto Oer - Withdrawn by Candidate. If the candidate tells you that they accept the oer, use the Accept Oer action.

Standard oer extended capabilities are skipped. Here's what it means for candidates:

• The candidates don't receive any automated notication informing them that an oer was extended.

• The candidates can't see their oer before responding to it.

• The candidates tell someone on the Oer Team whether they accept or decline the oer.

• The candidates don't receive a notication conrming that their response was received.

Also note that:

• It's optional to provide an oer leer when the oer is being drafted. If an oer leer was selected, you canpreview it. You can also print the oer leer and give it to the candidate if desired. If the candidate tells theOer Team that they accept the oer, the PDF of the oer leer is copied into the candidate's DocumentRecords as soon as that acceptance is recorded.

• The Resend Oer action isn't available because no oer invitation was sent in the rst place.

Respond to a Job OerWhen you extend a job oer to a candidate, the candidate responds to the oer.

Response by the CandidateWhen a job oer gets extended, the candidate receives an email or SMS informing them of the new oer and invitingthem to view and respond to the oer. After clicking the link in the invitation, the candidate receives a new messagecontaining a 6-digit verication code to access the oer. The candidate enters this number into the web page to seethe job oer, displayed within the same site and branding where they applied to the job. From here, the candidate canprint the job oer, open aachments, view any media, and respond to the job oer. When the candidate accepts theoer, they may receive another message acknowledging their acceptance which includes another link to view the oer


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if desired. The candidate can access the oer as many times as needed while it's extended or after they have acceptedit. Each time they click the link in their invitation, the candidate receives a new email or SMS containing a fresh 6-digitverication code. This grants the candidate access to view the page of the job oer.

Note: Internal candidates also receive a worklist notication (Bell icon). They can also visit the Current Jobswork area to see new job oers (select Navigator > Me > Current Jobs > Job Oers).

• To accept a job oer, the candidate selects the Accept option and needs to provide light e-signatureinformation. When the candidate provides their name, the job oer is accepted and an acknowledgmentmessage can be sent. The job oer state changes to Accepted. The time, date, time zone, and IP address ofwhen this light e-signature was captured gets recorded.

• To decline a job oer, the candidate selects the Decline option and the job oer state changes to Withdrawnby Candidate. The candidate may decline the job oer initially perhaps because they want to negotiate possiblechanges to the job oer with the recruiter or hiring manager. If the recruiter or hiring manager decides to revisethe job oer and start the Oer phase lifecycle again, they can use the Redraft Job Oer action.

Oer Team Records Candidate's ResponseA member of the Oer Team can record the candidate's response to their extended oer, if the candidate won't beproviding it themselves.

• To accept the job oer, use the Accept Oer action. The response, date, time, and user name of the personcapturing the acceptance are recorded. The e-signature and IP address are not recorded.

• To decline the job oer, use the Move action and select the Withdrawn by Candidate state. The response,date, time, and user name of the person capturing the acceptance are recorded. The e-signature and IP addressare not recorded. You can enter comments about the response. In addition, the move to state Withdrawn byCandidate can be congured to display a list of possible reasons that the candidate decided to decline this oer.This list of action reasons can be specic to oer decisions or can be the same list that's presented when theuser withdraws candidates in other phases of the selection lifecycle.

What Happens When a Candidate Accepts a Job Oer?When a candidate accepts a job oer, the state of the job application becomes Oer - Accepted. This is the nal state inthe Oer phase of the lifecycle. From there, various things can occur:

• The oer leer is regenerated to append any e-signature info. This nal version of the oer leer is visiblein all contexts: when users preview the oer leer, when the candidate views their accepted oer, and in thecandidate's Document Records.

• The e-signature info, if any, is available on the Progress tab of the job application. This allows people withnames such as John/Jack, Bill/William, Jo/Joanne to apply for jobs or accept their oer leers.

• If auto-progression was congured to move candidates forward from the state Oer - Accepted, it occursimmediately. This can be congured to automatically move all candidates, only internals or only externals, orany subset of candidates as specied by your administrator. Immediately upon accepting the oer, candidatescan move forward into any remaining custom phase, or into the nal HR phase.

• If any custom phases are congured between the oer phase and the nal HR phase, then candidates can bemoved into these states. They can be progressed manually using the Move action, or an auto-progressionmight be congured to move them here instead.

• If no auto-progression and no custom phases are congured for this selection process, then:

◦ External candidates remain in Oer - Accepted, and you can move them forward as needed.


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◦ Internal candidates automatically move forward into the HR phase. Which state they land in depends onthe situation, the available headcount, and other factors.

When a candidate moves into the nal HR phase, due to a manual action or an auto-progression, the candidate is putinto the hands of the HR specialists. The following events occur automatically:

• As soon as the candidate job application leaves the Oer phase, it's no longer listed on the Job Oers page inthe Hiring work area, although the job application and its Oer tab remain visible in that work area. As soonas the candidate job application enters the HR phase, it becomes visible on the HR specialist's list on their JobOers page, from the Manage Job Oers quick action.

• The states of the candidate's other active job applications, if any, change to Withdrawn by Candidate.Exceptions: The approval process continues for job applications in Oer Pending Approval. Job applications inOer - Extended or later state (including the HR phase) remain untouched. You may want to manually withdrawthe job application to avoid oering another job to the same candidate.

• Recruiting users have no further inuence on the job oer or on the candidate's job application. They can'treject it nor change its state by moving it forward. But they can still see its state change as the HR specialistsprocess it through the HR phase.

• The job oer becomes visible to HR specialists on their Job Oers page, from the Manage Job Oers quickaction. HR specialists, not recruiters, are now responsible for nalizing the new assignment for the acceptedcandidate and their job oer. The state in which the candidate arrives in the HR phase will depend on whetherthey are a brand new hire or rehire, or a current worker moving within the company.

Redraft a Job OerYou can return a job oer to the Draft state to modify its content.

Redraft Before the Job Oer is ExtendedRedrafting a job oer can be useful if a job oer gets stopped or must be revised after it leaves the Draft state. Forexample, you must make a change or the candidate wants to negotiate elements in the job oer. When a job oer isredrafted, it must go through the approval process again.

You can use the Redraft Oer action when the job oer status is:

• Oer - Approval Rejected and you judge that it's worthwhile to review the job oer.

• Oer - Approved and you discovered that changes are necessary once the job oer was approved.

• Oer - Withdrawn by Candidate and you want to improve the oer after the candidate declined it.

• Oer - Pending Approval. To do that, the person who rst initiated the approval cycle must change the state toApproval Rejected.

Redraft After the Job Oer is ExtendedYou can redraft a job oer after the candidate has seen it, if changes are needed. You create a new oer leer for thecandidate to consider it again.

There are situations where a candidate saw or accepted a job oer but something changed and you need to re-issue anew job oer leer. In these situations, you can use the Redraft Oer action. The job oer gets reset to the Draft state.You can update the job oer, get it approved again, and re-extend it to the candidate. The candidate then responds tothe revised oer.


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The Redraft Oer action is available for accepted job oers, for the following phases and states:

• Oer - Extended and you rst change the state to Withdrawn by Candidate or Rejected.

• Oer - Withdrawn by Candidate

• Oer - Rejected

• HR - Rejected and HR must rst cancel the pending worker or work relationship.

• HR - Withdrawn by Candidate and HR must rst cancel the pending worker or work relationship.

Note: Once the job requisition is closed or canceled, the Redraft Oer action is no longer available.

All versions of accepted job oer leers are retained on the worker's Document Records page, in the document typeRecruiting Job Oer Leers. This means that each version of the same job application's oer leer can be seen at once,if the candidate accepted an oer which was then redrafted and re-accepted. This is important because the changedvalues may be reected in the new oer leer compared to the old oer leer, such as a new work location, start date,and e-signature date, if these elds are congured to be included.

Job Oers Respect Headcount of Job Requisitions andPositionsAs candidates move through the lifecycle, validations are done to check if the business still needs an additional workeror whether the opportunity is no longer available. This includes checking whether the requisition still has openings and,for position-based oers, whether the position still has sucient open headcounts and vacant FTE as of the oer'sintended start date.

Your administrator can congure the application to fully control how to manage requisitions and positions to ensureoers don't exceed various limits.

• Communicate Job Oers Ignoring Requisition Limits: This privilege allows Recruiting users to hire morecandidates than the number of openings on the requisition.

• Number of Incumbents Validation: This seing controls whether or not a position's headcount is enforcedacross your organization. When the seing is disabled, no verication is done to check if there are still openheadcounts and vacant FTE in the position.

• Allow Overlap: This option is available for each position to control whether or not extra people can be hiredwhen the position's headcount limit has been reached.

When Are Verications DoneHere's when validations are performed in the job application's lifecycle:

• Upon Submit: A job oer can be drafted for a candidate's job application regardless of any limits, but whenthe user is ready to submit it into the approval cycle, these validations occur. This saves the approvers' time,because the job oer can't be submied if the requisition doesn't have any remaining openings - unless theuser has the privilege to ignore this limit. The draft oer also can't be submied if it has a position whichdoesn't have sucient open headcount or sucient vacant FTE (unless this system-wide validation is disabled).However, if the position is congured to allow overlap, the user is informed that this candidate will be overllingthe position as of their oer start date, but they are given the choice of continuing anyway and submiing thedraft oer for approval.


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• Upon Extend: When the user is ready to extend the job oer to the candidate, it's possible that the requisition orposition has changed in the meantime, so that no room now remains for this candidate. The same validationsare performed before the state can be moved to Oer - Extended checking whether the requisition has roomand whether any position has headcount and FTE or allows overlap.

• Never Upon Accept: As long as the job oer is in the state Extended, the candidate isn't prevented fromaccepting the oer. This is also true for the Recruiting user who accepts the oer on behalf of the candidate.Even if the requisition or any position has changed in the meantime, the candidate isn't informed of theselimits. It will be the responsibility of the HR specialists to reconcile any problems after this point.

• Upon Move to HR: When the candidate moves into the HR phase, no further validation is done for therequisition's limits. It's still important to not overll a position's headcount and FTE, so these validations dooccur if the oer has a position. The move into the HR phase is always successful. However, the recruitinguser needs the HR specialist to reconcile any issues that arose from position changes in the meantime. If theposition will already have sucient headcount or FTE as of the oer's start date, the candidate will be movedinto the HR phase but in the state Error During Processing. If the position does allow overlap, the candidate willbe moved into the HR phase without a problem, although the warning will be visible in the Errors section of theOer page.

Job Oer Multilingual ContentOracle Recruiting Cloud is available in multiple optional languages to deliver a multilingual recruiting experience.

When you sign in Oracle applications, you can select your session language in your user preferences. American Englishis the default session language for the rst visit (the application remembers the last session language). The sessionlanguage you select denes the language of every label in a product. The session language is used as the creationlanguage. For example, Spanish is installed in the environment. If you sign in Spanish, you create job requisitiontemplates in Spanish.

When you view job oers on the Job Oers list, requisition titles are displayed in your session language (not in thecandidate job application language). This way, you can see the same job requisition title for all candidates who appliedon the requisition no maer which language they used to apply.

When you view the details of a job oer for a candidate, a eld indicates the language used by the candidate to apply forthe job. The job oer title is displayed in the candidate job application language regardless whether or not it's the samelanguage as your session language. The Additional Text 1 and 2 appear in the language in which they were created bythe Oer Team.

When you do a keyword search on the Job Oers list, the search retrieves all job oers where the word is found, that isthe job requisition title in your session language and all job oer titles in each recipient's language.

When you preview a job oer, the content of the job oer appears in the candidate job application language.

When candidates receive a job oer, they view job oers in their job application language, this includes the language ofthe actions Accept and Decline.

Job Oer FAQs


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What's the dierence between Extend to Candidate and Resend toCandidate?Use the Extend to Candidate action to communicate a job oer to a candidate. The candidate receives a messagecontaining a link that takes the candidate to the career site where they applied. Once on the career site, the candidatecan view and print their oer leer and any aachments, and respond to it.Use the Resend to Candidate action if the candidate deleted or misplaced the email that contains the link to reach a joboer on the career site.

How many job oers can one candidate have?A candidate can apply to multiple job requisitions and therefore have multiple job applications. When a candidateaccepts a job oer and it's handed o to HR, all of the candidate's other active job applications get withdrawn. However,if you know that the candidate wants to be considered for additional jobs, you can manually revert back any of thoseautomatically withdrawn job applications into the previous active state.


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Chapter 12HR Specialists and Job Oers

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12 HR Specialists and Job Oers

Job Oers: How They're Processed in HRAs an HR specialist, you process the job oers of candidates after they accept the oers. The HR phase is the last phasein the recruiting lifecycle and this is when HR assignments are created for new or existing workers. All candidates whoaccepted their job oers (and possibly completed any intervening phases) are shown on the Job Oers page, whichyou can access using the Manage Job Oers quick action. You can view and access the job oers depending on yoursecurity privileges.

To process these job oers, each candidate needs to get an appropriate HR assignment and possibly a new workrelationship too, based on the approved and accepted job oer. All oer values are automatically copied into thepending worker record for external candidates, and are copied into the elds in the relevant HR pages when you startprocessing oers for most internal candidates.

These job oer details contain almost all information required for the new assignment, including the compensation. Ifsome elds weren't specied in the job oer by the recruiting team or oer team, you can enter these values here, orupdate any values as necessary. After you submit the new HR assignment or convert the pending worker, recruiters inthe Hiring work area will soon see the nal completed state of the candidate's job application.

Job Application States Within the HR PhaseJob applications move to the HR phase after completing all other phases of the candidate selection workow.

As an HR specialist, you can view the states of these job applications on the Job Oers page, which you can accessusing the Manage Job Oers quick action, in the My Client Groups. As you change these states to nish processingcandidates, users in the Hiring work area will also be able to see the new states and watch as the candidate jobapplications get successfully processed.

The table presents the states within the HR phase.

State Description

Pending Manual Processing

Job oers in this state are awaiting an HR specialist to process them to nalize their workerassignments. This usually includes internal candidates who have been moved to the HR phase,and possibly any external candidates who need manual reprocessing. If any errors arise duringthe subsequent ow, error messages are displayed and the HR specialist needs to resolvethe errors. These errors aren't tracked further, so the state doesn't change to Error DuringProcessing after this state.

Pending Automated Processing If an auto-progression into the HR phase is congured, this is the state into which candidates

all get moved initially. Candidates don't remain in this state for long; they're moved forwardautomatically at a congurable frequency.

• An internal candidate will quickly be moved into the state Pending Manual Processing,where the HR specialist will process them further.



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State Description

• An external candidate will quickly be moved into the state Processing in Progress assoon as a Pending Worker record has automatically been created based on that oer.

If any errors arise during these automatic state changes, the candidate will quickly be moved tothe state Error During Processing instead. The HR specialist will view the errors and will resolvethem.

If the HR specialist needs to move a given candidate out of the state Pending AutomatedProcessing more quickly than the congured frequency, they can use the Process Now action.

Error During Processing

When a job oer encounters a mismatch or problem in its automated processing, the oergoes into this state. Errors can occur because some information changed between the time theoer was extended and now, for instance the work location became inactivated, or the relevantposition became lled or frozen. If the recruiting user executed the Move to HR action, they'reinformed of the error and the HR specialist will need to resolve it. These errors are also shown in a section named Errors on the candidate's Job Oer page,visible to both the recruiter in the Hiring work area and the HR specialist from their oer list. Ifthe Move to HR was executed using auto-progression, the team can still get informed aboutany error by a notication. After the HR specialist has resolved the situation causing the error, they can try again toprogress the candidate forward through the lifecycle. If the action encounters additional errors,an error message will appear and the state will remain Error During Processing. If the actionis successful for an external candidate, then a pending worker will be created and the statewill become Processing in Progress until the new pending worker is converted. If the action issuccessful for an internal worker, the state will become Processing in Progress until the newow is submied and approved.

Processing in Progress This is the state where all candidates go as they move successfully forward through the

lifecycle.

• For an external candidate, it means that a pending worker has been created based onthat oer.

• For an internal candidate, it means that the HR specialist has launched the ow toexecute the appropriate action which will create the new assignment.

Processed

This is the nal state where all successful candidates end up after their new assignment iscommied to HR. This means when the pending worker has been converted to a worker withan assignment, or when the internal candidate's assignment has been created. The Processedstate is the nal successful state in the nal HR phase of the job application lifecycle.

Rejected by Employer

This is the state indicating that the employer's decision ended the hiring process. The HRspecialist has for some reason rejected the candidate after the candidate accepted the joboer. Consequently, no new worker assignment exists for the candidate.


This is the state indicating that the candidate's decision ended the hiring process. The HRspecialist has withdrawn the candidate because they requested it after they accepted the joboer. Consequently, no new worker assignment exists for the candidate.



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External Job Oers: How They're ProcessedAn external job oer refers to the oer extended to a candidate who has no current work relationship with theenterprise. The candidate may have no previous work relationship (new hire) or a previous work relationship (rehire).

After the new hire or rehire gets moved to the HR phase, a pending worker or pending work relationship is automaticallycreated based on the oer details. The values in the pending work relationship are copied directly from the candidate'sapproved and accepted job oer. This pending worker or pending work relationship is displayed in the Pending Workersquick action, in My Client Groups. After the external candidate becomes a pending worker, their job application isn't yetcomplete, it's in the status HR - Processing in Progress. After that pending worker gets converted to a worker, then thecandidate's recruiting lifecycle is successfully completed. The new status of the job application becomes HR - Processed,which is displayed on the list that you access through the quick action called Manage Job Oers.

This gure illustrates an external job oer ow.

Pending Manual

Processing

Processing in

Progress Processed

Error During

Processing

Rejected

Withdrawn

Pending Automatic Processing

External Job OffersFull line is automatedDotted line is manual

Candidate manually progressed to HR

Candidate automatically progressed to HR

Job Oer ProcessingThe following points describe how you as an HR specialist process external job oers as soon as they have been movedto HR:

• External job oers usually appear on your Job Oers list initially in status HR - Pending Automated Processingand then, without any action needed from users, they go into HR - Processing in Progress. This is becauseusually a pending worker or pending work relationship has automatically been created, which is the appropriatenext step for a new hire or a rehire. No action is required on the Job Oers list. This state change is based onscheduled process conguration.

• When you convert the pending worker or work relationship into a worker, and this transaction is submied andapproved, the oer status automatically changes to HR - Processed. This state change is too based on the samescheduled process conguration.



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• The new status HR - Processed is also reected in the job application in the Hiring work area, indicating toRecruiting users that the overall candidate lifecycle is complete.

• External candidates who reach the status HR - Processed remain on your Job Oers list, but no further action isrequired. This is the nal successful state in the entire recruiting process.

Exceptions in Job Oer ProcessingOne exception to the above series of steps to process external candidates is if there's some error in creating thepending worker or pending work relationship automatically. The error may be due to a recently inactivated worklocation, for instance, or the associated position suddenly being frozen or lled. In these situations, the job oer lands instatus HR - Error During Processing and the Errors section displays details about the errors encountered.

After you x the situation that caused the error, you can try to execute the action again. If the Process Now actionappears, you can use it to create the pending worker as originally intended. If the Add Pending Worker action appears,you can use it to enter the Create Pending Worker guided process with the oer's values prelled. Here you mustchange any eld or resolve any issue that was preventing the pending worker from being created. Then submit thisinformation to create the pending worker. When this succeeds, the status changes to HR - Processing in Progress as inthe steps above.

Other rare exceptions to the above series of steps are when the candidate's situation changes after the candidate's oerwas drafted. For more information about processing oers in these complex situations, see Manual Job Oers: HowThey're Processed.

Resulting ActionsWhen the pending worker is created successfully, then after the standard Convert process, the candidate will be readyto become a worker on the projected start date. On the start date:

• You can view the person's resume in the Talent Prole.

• You can view the job oer leer in the person's document records.

• You can view the job application's cover leer and social media aachments in the person's document records.

• The person is no longer considered as an external candidate for the purposes of recruiting and job searching.

• The person can view and apply for jobs that are posted for internal candidates.

Internal Job Oers: How They're ProcessedAn internal job oer refers to the oer extended to a worker who has a current work relationship with the enterprise.When the internal job application has been moved to the HR phase, the oer is listed in the Job Oers page availableusing the Manage Job Oers quick action.

When recruiters originally draft a job oer, they select the appropriate Human Resources (HR) action. This HR actionis preselected based on the information available in the job oer and the candidate's existing work relationship. Nowit's your responsibility as an HR specialist to execute that preselected HR action, to create the appropriate records forthis candidate to become a worker in the promised job. The type of the internal job oer, whether it's a global change,a local change, a change worker type, determines how it's being processed. For details, see Actions Available Based OnEmployment Scenarios

Note: You need the appropriate privileges to execute the HR actions for each type of internal job oer.



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This gure illustrates an internal job oer ow.

Pending Manual

Processing

Processing in Progress Processed

Error During Processing

Rejected

Withdrawn


Internal Job Offers Full line is automatedDotted line is manual



Job Oer ProcessingThe following points describe how you as an HR specialist process internal job oers:

• An internal job oer, when it's moved to the HR phase after the candidate accepts it, needs to be processedby the HR specialists. You can nd it in the state HR - Pending Manual Processing on your Job Oers list,available from the Manage Job Oers quick action. Its prior state might have been HR - Pending AutomatedProcessing, but internal oers are soon changed to HR - Pending Manual Processing based on scheduledprocess conguration.

• First, select the action that was chosen while the oer was drafted. When you conrm your intention to processthe candidate, their job application status reects this by changing automatically from HR - Pending ManualProcessing to HR - Processing in Progress.

• You then arrive at the appropriate HR guided process, which has eld values populated from the job oer. Forexample, if you selected and conrmed the Global Transfer action, you can view the Global Transfer ow withthe oer title, assignment, salary, and all other values populated from the oer. At this stage, you may changethe populated values and add information in other elds. However, be careful when considering changes to anyinformation that was already viewed and understood by the candidate or oer approvers.

• After you submit that new assignment, these internal candidates remain visible on the list in state HR -Processing in Progress. Their assignments may be awaiting approvals if congured for their transaction, and nofurther action is required.

• When the transaction is submied and approved, the oer state will soon automatically change to HR -Processed based on the scheduled process conguration.

• Internal candidates who reach the state HR - Processed remain on your Job Oers list, but no further action isrequired. This is the nal successful state in the entire recruiting process.

• The new state HR - Processed is also reected in the job application in the Hiring work area, indicating toRecruiting users that the overall candidate lifecycle is complete.



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Exceptions During Job Oer ProcessingAn exception to the above series of step to process internal candidates is for current workers who already have twoor more job assignments. For more information about processing oers in these complex situations, see Manual JobOers: How They're Processed.

Interruptions in Job Oer ProcessingWhen you process job oers, you may have to handle unforeseen changes. For example, you plan to process acandidate and you're working on the appropriate HR guided process, when you unexpectedly need to cancel out theow without submiing. This may occur due to some mismatch with the data, or simply due to lack of time to nishreviewing all the elds. In such cases, the job application is now in status HR - Processing in Progress on the Job Oerslist, and your processing has stopped for now.

To start processing it again, after the mismatched data has been xed or when time allows, you will still want to enterthe HR guided process with the oer values lled in advance. To restart from this point, you rst need to use the Returnto Manual Processing action, which changes the status from HR - Processing in Progress back to HR - Pending ManualProcessing. Now, you or another HR specialist can conrm their intention to execute that HR action again, which bringsyou right into the ow with all the oer's values lled in again.

Resulting ActionsWhen the new records have been created successfully, the new assignment is ready to begin on the projected start date.By the start date:

• You can view the person's resume from this job application in the Talent Prole.

• You can view this job oer leer in the person's document records.

• You can view this job application's cover leer and social media aachments in the person's document records.

Complex Job Oers: How They're ProcessedComplex job oer refers to the way in which the HR specialist must handle the job oer. If a current worker with acomplicated or dynamically changing job situation accepts a job oer, the HR specialist will need to take additional stepsto complete the job application lifecycle, compared to simpler internal candidates.



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This gure illustrates a complex external job oer ow.

Pending Manual

Processing

Processing in

ProgressProcessed

Error During

Processing

Rejected

Withdrawn


Complex Job Offers Full line is automatedDotted line is manual



Situations Requiring Complex ProcessingThe following examples describe hiring situations which require more complexity in transforming the oer into the nalassignment for the candidate:

• An internal candidate currently holding more than one job receives a job oer. You need to know whether thisoer is intended as a new assignment (for example, a third job) or whether it will replace one or the other of theworker's current jobs.

• An external candidate having no history with the company receives a job oer, or an ex-worker is oered a jobas a rehire. However, while the oer was geing created or approved, the candidate also got hired for anotherjob at the company, with a start date earlier than this oer's proposed start date. Therefore, you will need toprocess this oer for the candidate as a second job for a current worker, rather than a new job or a rehire.

• An internal candidate was oered a job that was to be treated as a routine transfer. However, by the time youare ready to process this oer, the worker has announced their intention to leave the company before thisoer's start date. If the job oer will still proceed, you will have to handle it manually as a rehire.

You will know that a given candidate requires complex processing by the message that appears when you startprocessing their job application from the state HR - Pending Manual Processing. In addition to conrming that you wantto take the selected action, the message also states that you will have to manually enter the data, then update the state.

Job Oer ProcessingOers for workers in these complex situations require HR specialists to process them dierently than morestraightforward internal candidates. Processing is dierent in the following ways:

• Instead of launching the guided ow which was selected when the oer was drafted, you must examine thecurrent situation of the oer recipient and then decide whether to launch that action or a dierent action.

• Instead of seeing the values from the agreed-upon job oer being pre-populated into the relevant elds of theselected guided ow, you must manually enter the right value into each eld in the new record.



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• Instead of seeing an updated job application state after the new assignment is submied, you must move thestate to HR - Processed themselves.

The steps to process these complex oers are as follows:

• When a complex job oer is moved to the HR phase after accepted by the candidate, it appears in the state HR- Pending Manual Processing on your Job Oers list, available from the Manage Job Oers quick action. Itsprior state might have been HR - Pending Automated Processing, but it will soon be changed to HR - PendingManual Processing based on scheduled process conguration.

• First, select the action that was chosen while the oer was drafted. When you conrm your intention to processthe candidate, their job application status reects this by changing automatically from HR - Pending ManualProcessing to HR - Processing in Progress. The new status HR - Processing in Progress indicates that you'reabout to create the candidate's new assignment based on this oer, even though you're just starting to processit at that moment.

• Executing the selected HR action brings you to view the candidate's Employment Info page, not directly into theguided ow to execute this action. On this page you can review this candidate's current, earlier, and future workrelationships and assignments. You can then decide to execute the HR action which was originally selected, orany appropriate HR action, depending on how the candidate's current information compares with the job oer.

• Within the guided ow for that action, you must manually enter all relevant information from the job oer intothe elds of the HR action page you selected. Unlike other types of job oer processing, the eld values are notpopulated already with the agreed-upon values from the oer's assignment, salary, compensation, or othersections. So you should be careful about information that was already viewed and understood in the job oerwhile you copy each eld's value into the HR ow sections. Then you must submit the HR action.

• After you submit that new assignment, these complex candidates remain visible on the list in state HR -Processing in Progress. They will not automatically change to state HR - Processed, even after that assignmentgets manually created, approved if necessary, and commied to HR. You must use the action Move toProcessed in order to change their state to HR - Processed.

• Complex job oers that have been moved into the state HR - Processed remain on the Job Oers list, but nofurther action is required. This is the nal successful state in the entire recruiting process.

• The new state HR - Processed is also reected in the job application in the Hiring work area, indicating toRecruiting users that the overall candidate lifecycle is complete.

Unsuccessful Job Oers: How They're HandledThere may be situations where an internal or external candidate's job application doesn't successfully complete the jobapplication lifecycle even after the candidate accepted the oer and was moved to the HR phase.

Error During ProcessingThe status HR - Error During Processing indicates that a problem must be xed before the job oer can be processedsuccessfully. If the recruiter moved the candidate manually into the HR phase, they may have been warned about anerror. However, it's your responsibility as an HR specialist to understand and resolve the error. On the oer detailspage, the Errors section contains details of the situation. For example, the oer's promised work location may havebeen recently inactivated, or the oer's associated position may have recently become frozen or lled. After you haveresolved the issues, you can execute the HR action to proceed with processing the candidate and creating the desirednew assignment. Unless the error remains or another error is uncovered, the process will continue smoothly to create apending worker for external candidates, or to display the appropriate guided ow for internal candidates. The status willchange from HR - Error During Processing to HR - Processing in Progress.



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Approver Rejects a Job ApplicationIf an approval cycle is congured for the HR action related to a job oer, an approver may decide to reject the jobapplication. In this scenario, the job application remains in the HR - Processing in Progress status indenitely. You canselect the action Return To Manual Processing to change the job application status to HR - Pending Manual Processing.In this state, you must decide whether to start processing the HR action again in consultation with the approver ormanually select the Reject action. You can do this for internal and external candidates, including manual job oersituations.

Decision to Withdraw or Reject a Job ApplicationA candidate may decide to renege an accepted job oer, or the employer may decide to not hire for a job oer. Youmust handle these decisions appropriately depending on the current state of the job application.

• If the decision is made before you begin your work on the job application in the HR phase, you must changethe state of the job application. In this case, you can change the state directly from HR - Pending ManualProcessing or HR - Pending Automated Processing to Withdrawn by Candidate or Rejected.

• If the decision is made when you're processing the job application, you must change the state of the jobapplication. In this case, you can change the state directly from HR - Processing in Progress back to HR -Pending Manual Processing and then to Withdrawn by Candidate or Rejected. You also need to ensure that noHR record exists for this unwanted job oer, or cancel any associated HR record that was created.

• If the decision is made after you successfully processed the job application, you must cancel the associatedHR record. For most job oers, you must cancel the associated HR record that was created. This automaticallyupdates the job application state to Withdrawn by Candidate. For manual job oers, you must rst cancel theassociated HR record, and then manually update the state to Withdrawn by Candidate or Rejected.

Reverse the Rejection or Withdrawal of Job ApplicationAn HR specialist may incorrectly withdraw or reject a job application. To reverse this incorrect decision, you need tond the job application in the state Withdrawn by Candidate or Rejected on the Job Oers page, under the Manage JobOers quick action. Select the action Return to Manual Processing for the job application so that the state changes toHR - Pending Manual Processing. From this state, you can now start processing the job application again by executingthe preselected HR action. You can do this for internal and external candidates, including manual job oer situations.



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Chapter 13Notications and Interactions

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13 Notications and Interactions

Notications Sent Automatically During the CandidateSelection ProcessNotications can automatically be sent to candidates, recruiters, and hiring managers at specic points in the candidateselection process.

You can view notications that were sent and the content of those notications in the Interactions tab of a candidatejob application. When you view a list of job applications, a blue dot next to a candidate name indicates that you didn'tyet open and view that job application. Once you view the details page, the blue dot disappears. You can also use theUnviewed sort by option in the job application and prospect candidate lists to view those applications that you didn'tyet review.

Candidate NoticationsCandidates can automatically receive notications throughout the candidate selection process to be kept informed oftheir progress. Candidates can receive notications when their job applications enter or exit a phase in the candidateselection process or are moved to a specic state within a phase.

Recruiter and Hiring Manager NoticationsRecruiters and hiring managers can receive a notication informing them that there are job applications to be reviewed.They can receive a review notication when job applications enter or exit a phase in the candidate selection processor are moved to a specic state within a phase. The review notication is sent once per day if there are new jobapplications in the congured phase and state combination.

Send Notications Manually to CandidatesYou can send notications to candidates using precongured email or SMS templates or by creating emails or SMSfrom scratch.

You can send notications from the Candidate Search page, from a list of job applications and prospects, and fromwithin a candidate pool. Let's say you're on a job applications list:

1. Select one or multiple candidates.2. In the Actions menu, select Send Message.3. You can create a message using a template or a blank message.

◦ If you select a template, the list of templates available for selection depends on the context the SendMessage action is initiated from. For example, if you use the action from the job applications list, onlyjob application notications are available. In the requisition context, the list of templates available forselection may be further rened depending on the contextualization dened on the template. If you havethe "Update Email from Template" privilege, you can edit the template.



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◦ If you create a message from scratch, enter the subject and content of the message. Rich text featuresare available to format the email text, while only plain text can be used to author SMS text. You can alsouse tokens.

◦ When the list of candidates have a mix of email and SMS preferences, the message is sent to thecandidate in the right format based on the email or SMS preference.

4. Before sending the message, you can preview how it will appear to candidates. Tokens are resolved and styling,images, and branding are applied. If the message is sent to multiple candidates, tokens are resolved for onecandidate as an example.

5. Click Send.

When the message is sent, an interaction note of type email or SMS is automatically added in the Interactions tabwhere the action was launched (candidate prole, candidate job application, prospect, candidate pool). By default, theinteractions list is ltered to the current candidate context, for example, the current job application or candidate prole.The interactions list can also show all other interactions to which you have access.

How does the application decide between email and SMSIt depends if the SMS Communications feature is enabled and congured by your administrator.

If SMS Communications isn't congured, users receive emails.

If SMS Communications is congured, the below rules apply.

• If the email and SMS content is dened in the content library, candidates receive the messages according totheir preference.

◦ If candidates use phone when applying for a job for the rst time, they will continue to receive SMS.

◦ If candidates use email when applying for a job for the rst time, they will continue to receive email.

• If your organization decides to send only emails to candidates, the SMS message in the content library need tobe empty. In such case, candidates receive emails in spite of SMS being their message preference.

Enter Notes About Interactions with a CandidateYou can enter notes regarding interactions you had with a candidate. The default interaction types are:

• by phone

• by email

• by text message

• in person

You can add an interaction from the Candidate Search page and from within a candidate prole, a job application, aprospect record. Let's say you're in the Candidate Search page:

1. On the Candidate Search page, select a candidate.2. In the Actions menu, select Add Interaction.3. On the Add Interaction page, select an interaction type, specify the date when the interaction occurred, and

enter the interaction note.4. Click Save and Close.



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If you add the note for a candidate prole, candidate job application, or prospect record, the note is recorded dierently:

• When you add an interaction note in a candidate prole, the note is recorded in the candidate prole, in thecontext of the candidate prole.

• When you add an interaction note in a candidate prole as part of a candidate pool, the note is recorded in thecandidate prole, in the context of the candidate pool.

• When you add an interaction note in a candidate job application, the note is recorded in the job application, inthe context of the job requisition.

• When you add an interaction note in a prospect record, the note is recorded in the prospect record, in thecontext of the job requisition.



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14 Sources

Source TrackingSource tracking identies from what source candidates originated. The information is displayed in the SourceInformation section in the candidate job applications, candidate proles, and prospect records.

Source information provides the source medium and the source name.

Source Medium Source Description UTM Code

Campaign

Email LinkedIn Facebook Twier

The candidate applied from acampaign email or from socialmedia channels.

utm_ source= email&utmmedium campaign utm_ source= linkedin&utmmedium campaign utm_ source= facebook&utmmedium campaign utm_ source= twier&utmmedium campaign

Candidate added to jobrequisition

Job Requisition Candidate Prole Candidate Search Candidate Pool

The recruiter uses the Add toJob Requisition action to add acandidate to a job requisitionfrom another requisition,from a candidate prole, orafter performing a candidatesearch.

Example:

• Source Medium:Candidate added to jobrequisition

• Source: Job Requisition• Job Requisition: Java

Developer• Added By: John Smith

utm_ source= job+requisition& utmmediummanual+add utm_ source= candidate+prole& utmmedium manual+add utm_ source= candidate+search& utmmedium manual+add utm_ source= candidate+pool& utmmedium manual+add

Candidate added to pool

Job Requisition Candidate Prole Candidate Search Candidate Pool Talent Community

The recruiter adds a candidateto a job requisition fromanother pool, from acandidate prole, froma requisition, or afterperforming a candidatesearch.

The application automaticallyadds a candidate to a talent

none


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community pool by matchingcandidate preferences to thepool context.

Example:

• Source Medium:Candidate added topool

• Source: CandidateProle

• Added By: John Smith

Candidate created manually

LinkedIn Email Phone Resume handed in person Facebook Agency

The recruiter creates acandidate manually usingthe Create Candidate action.For example, a recruiter wasactively searching for newcandidates on LinkedIn, or acandidate handed a resume ina restaurant. The task to add more sourcenames to the list is ManageCandidate Dimension SourceNames.

none

Career site

External Career Site Internal Career Site Talent Community Job Alert

The candidate applied froman external career site oran internal career site, ora candidate received a jobalert and applied using anexternal career site. It doesn'tinclude referred candidateswho applied using an externalor internal career sites.

Example:

• Source Medium: Careersite

• Source: External CareerSite

• Career Site: ABC CareerSite - 001

utm_ source= job+alert&utmmedium career+site

Intelligent matching

Job requisition The candidate is selected

by the intelligent matchingfeature.

Example:

• Source Medium:Intelligent Matching

• Source: Job Requisition

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• Job Requisition: JavaDeveloper

• Added By: John Smith

Job aggregator

Name of job aggregator The candidate found a link

to a job requisition on a jobaggregator.

Example:

• Source Medium: JobAggregator

• Source: Indeed• Career Site: ABC Career

Site - 001

utm_ source= indeed&utmmedium job+aggregator

Job board

Name of job board

The candidate applied on a jobfrom a job board.

utm_ medium= jobboard&utmsource ziprecruiter

Referral

External Referral Internal Referral Agency Referral

The user or agent is referringa person outside of thecompany (external candidate)or an employee (internalcandidate).

Example:

• Source Medium:Referral

• Source: ExternalReferral

• Referred by: John Smith• Career Site: ABC Career

Site - 001

utm_ source= external+referral& utmmedium=referral utm_ source= agency+referral& utmmediumreferral

Referral website

The candidate originated fromany other referral website.

Example:

• Source Medium:Referral Website

• Source: Referral websitedomain


none

Search engine

Google Yahoo Bing

The candidate searched fora company career site or jobrequisition using a searchengine such as Google, Yahoo,Bing.

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Example:

• Source Medium: SearchEngine

• Source: Google• Career Site: ABC Career

Site - 001

Shared job posting

none The job shared by AddThis or

using the copy link on a careersite.

Example:

• Source Medium: ShareJob Posting

• Source: Social MediaABC


utm_ source= facebook&utmmedium jobshare

Social media

Facebook Twier

The candidate found a link toa career site or job requisitionon Facebook or Twier.

Example:

• Source Medium: Social• Source: Twier• Career Site: ABC Career

Site - 001

none

Third Party

Third Party Name The recruiter manually adds

codes to the job url link.

Example:

• Source Medium: ThirdParty

• Source: IT Jobs• Career Site: ABC Career

Site - 001

utm_ source= ITJobs&utmmedium third+party

URL Code to Capture a SourceFor source mediums that use UTM parameters in the URL, the utm_medium and utm_source parameters must beadded to the URL to capture the source. In some cases, the UTM code is added automatically. In other cases, you mustadd it.

Use the following schema:


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<client domain>/hcmUI/CandidateExperience/<LanguageCode>/sites/<SiteCode>/job/<jobid>/?utm_medium=<medium_code>&utm_source=<source_code>

Example:

hps://eifv.fa.us643.oraclecloud.com/hcmUI/CandidateExperience/en/sites/CX/job/75/?utm_medium=jobboard&utm_source=indeed

Only source mediums that use URL parameters can be hand coded.

These source mediums have nonextensible list of source names. You must use the URM code in the above table.

• Candidate added to job requisition

• Career site, job alert

• Referral

• Campaign

These source mediums have extensible list of source names. You can decide on the actual source name that will becaptured.

• Shared for posting

• Job board

• Job aggregator

• Third party


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Chapter 15Current Jobs

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15 Current Jobs

Current JobsThe Current Jobs functionality provides users a tool to search jobs within their company, to apply for jobs, and to seethe status of their job search.

You can search for jobs based on the job title, the organization, the location, or other keywords. The list of jobsmatching the search criteria appears on the Jobs page. Search results are limited to 500 jobs. You can use lters tonarrow the search results. Click the job title to review the job details and apply for the job. The process to apply for ajob is quick and straightforward. You have the opportunity to review your skills and qualications, provide any updatesif needed, answer any job application questions, aach a resume or other supporting documents, and provide an e-signature.

On the job results page, click the Star icon to mark the job as a favorite job. Favorite jobs are displayed in the FavoriteJobs page. You can also perform these actions:

• Share the job: Opens your email client with a link to the external job posting. You can share the job by emailwith a colleague or someone outside the company.

• Refer an employee: You can select an employee and provide an endorsement. The employee is sent an invite toapply to the job.

• Refer a candidate: You can quickly refer an external candidate, provide an endorsement, and aach a resumeon their behalf. The candidate is sent an invite to apply to the job.

• Copy the link: Copies the link to your clipboard.

From the Current Jobs page, you can easily access these pages:

• Favorite Jobs: See your preferred jobs and perform actions on them; apply for the job, share the job, refersomeone, copy the link.

• Job Applications: Review the job applications you submied, view their progress. View interview details foralready scheduled interviews. You can also use the Withdraw action if you no longer want your active jobapplications to be considered.

• Referrals: Check the referrals you made and their status as they progress through the recruiting process. Youcan see the same progress as the person you referred.

• Job Oers: See your job oers and their status (pending, accepted). You can also accept or decline a job oer.

• Job Alerts: Subscribe to receive alerts about new job opportunities notications. Set your job preferencesregarding organizations, locations, and job families.


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