Cloud Oracle Recruiting€¦ · With Hiring, recruiters and hiring managers can find the best candidates for a job. Hiring provides tools to source and nurture candidates, create

Oracle RecruitingCloud

Using Hiring

20C

Oracle Recruiting CloudUsing Hiring

20CPart Number F31604-03Copyright © 2011, 2020, Oracle and/or its affiliates.

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

Create a Job Requisition Based on a Job ............................................................................................................................... 8

Post a Job Requisition on a Career Site .................................................................................................................................. 9

Post a Job Requisition on a Job Board .................................................................................................................................. 10

Automatically Open a Job Requisition for Sourcing ........................................................................................................... 10

Invite Candidates to Apply on Job Requisitions Not Posted .............................................................................................. 11

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

Automatically Fill a Job Requisition ........................................................................................................................................ 12

Edit a Job Requisition ................................................................................................................................................................. 12

Preview a Job Requisition ......................................................................................................................................................... 13

Suspend a Job Requisition ........................................................................................................................................................ 14

Other Actions to Perform on Job Requisitions ..................................................................................................................... 15

Create a Pipeline Job Requisition ............................................................................................................................................ 16

View Pipeline Job Application Content in a Linked Requisition ........................................................................................ 18

How Locations and Work Locations Work Together ........................................................................................................... 18

Job Requisition Multilingual Content ..................................................................................................................................... 20

Job Requisitions in Workforce Modeling ............................................................................................................................... 20

3 Prescreening 23Prescreening Questionnaire ..................................................................................................................................................... 23

Reorder Questions in a Prescreening Questionnaire .......................................................................................................... 24

Score Prescreening Questions in a Prescreening Questionnaire ..................................................................................... 24

Prescreening FAQs ...................................................................................................................................................................... 25


4 Candidate Search 27Candidate Search ........................................................................................................................................................................ 27

5 Prospects and Candidates 31Prospect ......................................................................................................................................................................................... 31

Convert a Prospect into a Candidate Job Application ......................................................................................................... 31

Create a Candidate Profile ........................................................................................................................................................ 32

Candidate Duplicate Check ....................................................................................................................................................... 32

Run a Candidate Duplicate Check .......................................................................................................................................... 34

Candidate File Merge ................................................................................................................................................................. 35

Merge Candidate Files ............................................................................................................................................................... 35

Add a Candidate to a Job Requisition ................................................................................................................................... 36

Candidate Identity Verification by Email or Phone Number ............................................................................................. 36

Prospects and Candidates FAQs ............................................................................................................................................. 39

6 Candidate Pools 41Candidate Pool ............................................................................................................................................................................. 41

Candidate Pool Process Phases and States .......................................................................................................................... 41

Create a Candidate Pool ............................................................................................................................................................ 42

Add a Candidate to a Candidate Pool .................................................................................................................................... 43

Move a Candidate in a Candidate Pool ................................................................................................................................. 43

Talent Community Pool ............................................................................................................................................................. 43

Candidate Pool FAQs ................................................................................................................................................................. 44

7 Candidate Job Applications 45Candidate Job Application ....................................................................................................................................................... 45

How You Set Your View to View Candidate Job Applications ........................................................................................... 45

Add Info to Job Applications on Behalf of Candidates ...................................................................................................... 45

Take Action on Many Candidate Job Applications at Once .............................................................................................. 47

How Candidate Job Applications Are Confirmed ................................................................................................................ 47

Recommended Candidate Job Applications ......................................................................................................................... 47

Job Application Flow ................................................................................................................................................................. 48

Request Information Flow ........................................................................................................................................................ 48

Candidate Legislative and Diversity Information ................................................................................................................ 49

Candidate Job Application FAQs ............................................................................................................................................ 50


8 Recruiting and Social Media Campaigns 51Create a Recruiting Campaign .................................................................................................................................................. 51

Create a Recruiting Campaign from a Candidate Pool ...................................................................................................... 54

Details on Recruiting Campaigns ............................................................................................................................................ 54

Recruiting Campaign Statuses ................................................................................................................................................. 55

Actions to Perform on Recruiting Campaigns ..................................................................................................................... 55

Create a Social Media Campaign ............................................................................................................................................ 56

9 Recruiting Agencies 59Agency Hiring .............................................................................................................................................................................. 59

Agency Portal .............................................................................................................................................................................. 59

Invite Agents to Submit Candidates for a Job Requisition ................................................................................................ 59

10 Candidate Interviews 61Candidate Interviews .................................................................................................................................................................. 61

Create an Interview Schedule ................................................................................................................................................... 61

Interview Schedule Settings ..................................................................................................................................................... 62

Schedule Interviews for Candidates ....................................................................................................................................... 63

Define Number of Seats Available per Interview Slots ....................................................................................................... 63

Invite Candidates to Schedule Their Interviews ................................................................................................................... 63

Candidate Interview Notifications ........................................................................................................................................... 64

Ask For Feedback About a Candidate Interview .................................................................................................................. 65

Interview Scheduling Integration with Microsoft 365 ......................................................................................................... 65

Candidate Interviews FAQs ...................................................................................................................................................... 66

11 Screening Services 67Background Check ...................................................................................................................................................................... 67

Assessment .................................................................................................................................................................................. 67

Tax Credit Screening .................................................................................................................................................................. 68

Screening Services FAQs .......................................................................................................................................................... 68

12 Candidate Selection Processes 71Candidate Selection Process ..................................................................................................................................................... 71

Candidate Selection Process Phases and States .................................................................................................................. 71

How You Move a Candidate in the Candidate Selection Process ..................................................................................... 72

View the Phase and State of a Candidate Job Application ............................................................................................... 73

Candidate Selection Process FAQs ......................................................................................................................................... 73


13 Job Offers 75Where You Can See Job Offers ............................................................................................................................................... 75

Job Offer Life Cycle .................................................................................................................................................................... 76

Job Application States Within the Job Offer Phase ............................................................................................................ 76

Job Offer Actions and Privileges ............................................................................................................................................ 78

Create a Job Offer ....................................................................................................................................................................... 81

Actions Available Based on Employment Scenarios ........................................................................................................... 85

Create a Job Offer Based on a Position ................................................................................................................................ 87

Adjust an Offer Letter ............................................................................................................................................................... 88

Submit a Job Offer for Approval ............................................................................................................................................. 89

Approve a Job Offer .................................................................................................................................................................. 90

Preview a Job Offer ................................................................................................................................................................... 90

Extend a Job Offer ...................................................................................................................................................................... 91

Bypass Extending a Job Offer ................................................................................................................................................. 92

Respond to a Job Offer ............................................................................................................................................................. 92

What Happens When a Candidate Accepts a Job Offer? .................................................................................................. 93

Redraft a Job Offer .................................................................................................................................................................... 94

Job Offers Respect Headcount of Job Requisitions and Positions .................................................................................. 95

Job Offer Multilingual Content ................................................................................................................................................ 96

Job Offer FAQs ............................................................................................................................................................................ 96

14 HR Specialists and Job Offers 99Job Offers: How They're Processed in HR ............................................................................................................................ 99

Job Application States Within the HR Phase ....................................................................................................................... 99

External Job Offers: How They're Processed ..................................................................................................................... 100

Internal Job Offers: How They're Processed ....................................................................................................................... 102

Complex Job Offers: How They're Processed .................................................................................................................... 104

Unsuccessful Job Offers: How They're Handled ................................................................................................................ 106

15 Notifications and Interactions 109Notifications Sent Automatically During the Candidate Selection Process ................................................................. 109

Send Messages to Candidates ............................................................................................................................................... 109

Enter Notes About Interactions with a Candidate .............................................................................................................. 110

16 Current Jobs 113Current Jobs Work Area ........................................................................................................................................................... 113

Search for Internal Jobs ............................................................................................................................................................ 113


Preface

i

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

Using Oracle Applications

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Preface

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Documentation AccessibilityFor information about Oracle's commitment to accessibility, visit the Oracle Accessibility Program website.

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Chapter 1Overview

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1 Overview

Overview of Using HiringWith Hiring, recruiters and hiring managers can find 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 offers,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 specific 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 benefits andcorporate culture.

Candidate SelectionYou search the database to find qualified 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 confirmed to the time that they're hired.

Job OffersYou create job offers by providing details such as proposed start date, job assignment, salary, or other compensation.You extend job offers to candidates. Candidates receive the offers, consider the content, and respond to the offers byeither accepting or declining them. When the candidate accepts the job offer, the candidate job application is handedover to the HR specialist who finalizes 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 formatting 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 formatting information and postthe 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 notification to enter details about the jobrequisition. The recruiter submits the job requisition for approval. Once the job requisition is approved, therecruiter enters the job formatting information and posts the job requisition on career sites.

Job Requisition Phases and StatesA job requisition goes through different 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 Formatting

In Progress Canceled

Posting

In Progress Canceled



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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 formatting information.

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 off 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 field, select Standard.3. In the Use field, 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 field values from the source jobrequisition. If a job requisition template was used to create the source job requisition, it's displayed in theRequisition Template field in the new job requisition. The new job requisition considers only the values ofthe source job requisition fields and not the content of the template.

◦ Template: You create the requisition using a job requisition template. The templates you can select matchthe recruiting type and primary location of the requisition. Your access to the templates displayed by



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the selector depends upon the organization selected on the templates and the organization securityprofile of your data roles. You will find many of the requisition fields 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.

When 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 conflicts between the model and the existing job requisitions. For details, seeJob Requisitions in Workforce Modeling.

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

Enter Details About the Job RequisitionTo enter job requisition details, you navigate to each section of the job requisition and complete the fields.

Consider the following regarding specific fields:

• Requisition Number: You can use these characters for the job requisition number: alphanumeric characters,period, underscore, dash, space.

• Organization: If you're a recruiter, you need to enter a value in the Organization field. If you're a hiring manageryou need not do so.

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

• Requisition Structure: The field values in the Requisition Structure section are defaulted from the job requisitiontemplate. Values are copied only if there are no values in the requisition. For example, the primary location seton the job requisition template won't be copied in the job requisition if a value is defined in the requisition.

• The Business Unit, Department, Legal Employer, and Primary Work Location field values are defaulted from thework assignment of the Hiring Manager only if no value was defaulted from the requisition template, position,job, or the requisition template associated to the position or job.

• Display Organization Chart: When you select this option, it defines if the requisition is visible in theOrganization Chart available in the Directory work area. Note that this field is deprecated as the responsive UIversion of the Directory work area doesn't display requisitions in the organization chart.

When 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 button.

By default the job requisition is set to Job Formatting - 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 first-level manager, who's the first approver.



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• If the hiring manager's first-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 JobFormatting - In Progress.

When a job requisition is sent for approval, you can't edit most of the job requisition fields (unless you have theprivileges Update Job Requisition and Update Job Requisition After Draft Phase). When the job requisition is approved,you can use the Redraft Job Requisition action to return the job requisition to the draft status and change the values ofthe fields. When you redraft a job requisition, the job requisition is set back to Draft - In Progress and the job requisitionmust be submitted again to go through the approval process if required.

Enter Job Formatting InformationWhen the job requisition is approved, the Job Formatting 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 fields to select predefined 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 specificimages and videos to be shown to the candidates who will receive job offers.

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

When you're done entering job formatting information, the job requisition status is Job Formatting - In Progress.

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 field, select Standard.3. In the Use field, select Position.4. Select a business unit.5. Select a position available within your organization.6. The option Show Only Approved Positions is selected by default. This means that only positions with the

Approved hiring status are available for selection. If you deselect this option, the list of positions will includeactive positions with all hiring status values. If you select a position whose hiring status isn't Approved, awarning message is displayed so that you can decide whether to continue the process or to select anotherposition.

Note: Your administrator may have disabled this option.

7. Click Continue.8. Complete fields as for a standard job requisition.9. Click Submit.



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As you create a job requisition from a position, relevant position field values such as Job and Grade are pre-filledinto the requisition. Information from the job associated to the position is also defaulted into the requisition. In therequisition, you can modify these default values which came from the position.

If a profile is associated to the position, information from the profile is also defaulted to the requisition. Note that the jobdescription is set on the profile, and that description is defaulted in the requisition posting description.

The position that you selected may have a job requisition template associated to it. Relevant fields such as Recruiter,Hiring Manager, and Candidate Selection Process are defaulted from the position's requisition template into thisrequisition, where they can be modified.

Job requisition fields aren't synchronized with the position or anything that's associated with it. If you change the valuesof the position, the job, the requisition template, or profile contained in that position, these changes have no effect onthe job requisition values.

Default Values

When you create a job requisition based on a position, the following field values are defaulted 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

Note: The Business Unit, Department, Legal Employer, and Primary Work Location are defaulted from the workassignment of the Hiring Manager only if no such value was defaulted from the requisition template, position, job orthe requisition template associated to the position or job. The values are coming from the position. If no value was seton the position for one of these fields, the values coming from the work assignment of the Hiring Manager are used.

If a profile is associated to the position, info from the profile is defaulted to the job requisition. The following field valuesare defaulted from the profile associated to the position. If no profile is associated to the position, these field values aredefaulted from the profile associated to the job that's associated to the position (if there is one).

• All fields from the Work Requirements section

• Internal Description

• External Description

The following field values are defaulted from the job associated to the position:

• Job Family

• Job Function

• Management Level



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When you create a job requisition based on a job, the following HCM configurations related to profile options are takeninto considerations:

• PER_DEFAULT_GRADE_FROM_JOB_POSITION: The grade value is defaulted if requested with this profileoption.

• PER_ENFORCE_VALID_GRADES: If the profile option is set accordingly, you can only select grades which arevalid for this job or position.

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

Prerequisite: You need the privilege "Initiate Job Requisition from Job".

1. On the Job Requisitions page, click Add.2. In the Requisition Type field, select Standard.3. In the Use field, select Job.4. Select a business unit to narrow down the list of jobs you can select.5. Select a job available within your organization.6. Click Continue.7. Complete fields as for a standard job requisition.8. Click Submit.

As you create a job requisition from a job, relevant job field values such as Job Family, Job Function are added to therequisition. You can modify these default values.

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

Default ValuesWhen you create a job requisition based on a job, the following field values are defaulted to the job requisition:

• Job Family

• Job Function

• Regular or Temporary

• Management Level

• Full Time or Part Time

• Department

• Job

• Grade

If a profile is associated to the job, info from the profile is defaulted to the job requisition. The following field values aredefaulted from the profile associated to the job:

• All fields from the Work Requirements section





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When you create a job requisition based on a job, the following HCM configurations related to profile options are takeninto considerations:

• PER_DEFAULT_GRADE_FROM_JOB_POSITION: The grade value is defaulted if requested with this profileoption.

• PER_ENFORCE_VALID_GRADES: If the profile option is set accordingly, you can only select grades which arevalid for this job or position.

Post a Job Requisition on a Career SiteYou post a job requisition on a career site for candidates to apply to the job.

When you're done creating a job requisition and entering all the relevant details and job formatting information, you usethe Move 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 first.

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 button.5. Select the posting schedule: Post Now, Post Later, or Do Not Post.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 immediately, 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 notified 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 specific requisition.

When the job requisition is posted externally, the following information is visible to candidates:

• Requisition title

• Primary location and number of other locations

• External description (displayed as Job Description)

• Employer description (displayed as "About Us")

• Recruiting organization description (displayed as "About The Team")



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Additionally, in the Job Info section of a job details page, the following details are visible to candidates:

• Requisition number

• Job category

• Locations

• Posting start date

• Posting end date

• Degree level

• Job schedule

• Job requisition flexfields

Note: The Locations value varies depending on the job requisition configuration. If work locations were added for ajob, both Primary Work Location and Other Work Locations are visible in the Locations field. If work locations weren'tdefined for the job, Primary Location and Other Locations are shown in that section.

Post a Job Requisition on a Job BoardIf a job distribution partner service is enabled within your organization, you can post job requisitions to job boards.

Prerequisite: Job board posting is available for requisitions posted on external career sites.

1. Open a job requisition.2. Click the Posting tab.3. In the Job Boards section, click Select job boards for posting.4. Select the supplier, account, and language.5. You're then taken to the supplier's site where you select the job boards where you want to post the job

requisition. All the required job requisition fields are populated on the partner's portal.6. Let's say that the partner supports multilingual postings and the job requisition is available in more than one

language. 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.

7. Click Save.

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

You want to edit previously entered information, change posting dates, or post the job in an additional language? Allyou need to do is to access the partner's portal and edit the job posting information provided the job requisition iseither 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're notified toremove the job from the job boards. In case the job requisition is filled or canceled, it's automatically removed from thejob boards.

Automatically Open a Job Requisition for SourcingYou can automatically open a job requisition for sourcing once it's approved, and post it on career sites if desired.

1. On the Job Requisitions page, create a job requisition or open a draft requisition.



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2. In the Configuration section, select the option Automatically Open Requisition for Sourcing.3. Select one of these values:

◦ No: The requisition isn't automatically open for sourcing. This is the default value.

◦ Yes, not posted: The requisition is open automatically for sourcing, but it's not posted.

◦ Yes, posted internally: The requisition is open automatically for sourcing, but it's only posted on theinternal career site.

◦ Yes, posted externally: The requisition is open automatically for sourcing, but it's only posted on externalcareer sites.

◦ Yes, posted internally and externally: The requisition is open automatically for sourcing, and it's postedon internal and external career sites.

4. When you set the requisition to be automatically open and posted, you can define the number of days afterwhich the requisition posting will expire. If the No Expiration option is selected, the posting won't expire.

5. Click Save and Close.

When you submit the requisition for approval and the requisition is approved, the configuration option you selected isexecuted. The Job Formatting and Posting phases are skipped, the job requisition moves to the appropriate state of theOpen phase, and it's posted on the selected career sites if applicable.

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 fill a high-level job or even a replacement and they want to keep itconfidential. 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 Configuration 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 to JobRequisition action. Candidates receive an email containing a link to apply for the job. Candidates are redirected to anexternal 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 RequisitionYou use the Fill Job Requisition action to indicate that the required number of candidates was hired for the jobrequisition. The action is available when the job requisition is in phase Open, except Open - Canceled and Open - Filled.



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

• The job requisition is removed from the Job Requisitions list as it's filtered 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 filled, you're notified that you can close the job requisition.

You can't fill a job requisition if candidate job applications have these statuses:

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

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

• Offer - Accepted or other active states in any custom phase that's been configured after the Offer phase:The job requisition can't be filled if a job offer was accepted by a candidate and is still active. To close the jobrequisition, the candidate job application must either be moved into the HR phase where it's considered inactiveand successful, or moved into the state Rejected or Withdrawn by Candidate where it's considered inactive.

Note: Job requisitions with more than 50 job applications can't be filled.

To view job requisitions that were filled, use the Include Inactive Requisitions filter 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, use the Automatically Fill Requisition optionavailable in the Configuration section of the job requisition.

Note: Job requisitions with more than 50 job applications can't be automatically filled.

When a job requisition is automatically filled:

• 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 notification is sent to all members of the hiring team to inform them that the requisition is filled.

There are situations when the Automatically Fill Requisition option is enabled but job requisitions aren't automaticallyfilled. This happens when the job applications have these statuses.

• Offer - Pending Approval

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

◦ Offer - Accepted

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



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Edit a Job RequisitionYou can edit draft and non-draft job requisitions if you have the right privileges.

You can edit a draft job requisition if you have this privilege:

• Update Job Requisition (granted by default to the Recruiter job role)

You can also edit the value of most fields in a job requisition when the requisition is no longer draft. To do so, you needthese privileges:

• Update Job Requisition (granted by default to the Recruiter job role)

• Update Job Requisition After Draft Phase (granted by default to the Recruiting Manager job role)

Here's a list of fields that you can't edit 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

• Candidate Selection Process

• Screening Services. You can edit the screening services of non-draft requisitions if you have the Update JobRequisition After Draft Phase privilege and if there are no job applications on the requisition.

• Application Flow (when there are job applications)

• Questionnaires (when there are job applications)

Preview a Job RequisitionYou 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 field, 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 requisition's contextmatches the filters of the site are available for selection.

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



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

Note: You need the Update Job Requisition privilege to suspend job requisitions.

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 Offer - 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 notification 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 offer 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 defined 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 filter the requisitions list to see only requisitions that are suspended.

When you're ready to reactivate a requisition that was put on hold, use the Resume Job Requisition action. When youresume a job requisition, the requisition is moved back to the state where it was before being suspended. However, therequisition won't be posted back on career sites. Its status will be set to Open - Unposted if it was previously posted orscheduled to be posted.

Note: You need the Update Job Requisition privilege to resume job requisitions.

Other 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.

Redraft Job RequisitionWhat if you realize that you need to change the values of the fields after the job requisition was submitted. To unlockthe fields 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 jobapplications or draft job applications (job applications not yet completed by the candidate) on the job requisition. Whenyou're done redrafting the 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 filled or canceled. To do this, use the Reopen Job Requisitionaction.

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

If the job requisition had candidate job applications that got rejected when it was filled or canceled, reopening the jobrequisition has no effect 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.



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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 states:

• Job Formatting

• 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:

• Offer - Pending Approval

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

◦ Offer - Accepted

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

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

Translate Job RequisitionYou use 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


• External Short 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 get hiredfor.

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.



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Note: A privilege is required to create pipeline requisitions: Initiate Pipeline Job Requisition. By default, only theRecruiter role is granted this privilege. A privilege is required to add a job application from a pipeline requisition to alinked 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 field, select Pipeline.3. Complete fields as for a standard job requisition.4. Click Submit.

You can also filter 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 ablank requisition. The default choice is to create it from an existing requisition and the pipeline requisition is selectedby default. 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 fields 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 confirmed job applications can be added to a linked standard requisition.



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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 for Sourcingaction 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.

• Offer 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).

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.



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

• When you create a job requisition, the primary location of the requisition is defaulted to the geography (if thereis one) associated to the work location, if the work location is defaulted from the current user's assignment orfrom 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's part of the geography hierarchy is found.

◦ The primary location is defaulted only if there's 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.

• If there's 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's 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's 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.



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◦ 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.

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 first visit (the application remembers the last session language). The sessionlanguage you select defines 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 Short Description


• Internal Short Description

• Media title (in Job Formatting 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 templateis 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.



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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 conflicts between the model and the existing job requisitions. In Hiring,requisitions are created in the Draft - In Progress status.



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Chapter 3Prescreening

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3 Prescreening

Prescreening QuestionnairePrescreening questionnaires contain questions specific 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:

• Disqualification question

• Prescreening question

Disqualification QuestionLet's understand what's a disqualification question and look at an example. A disqualification 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 disqualificationquestions. Answers to the disqualification questions decide if candidates move forward in the selection process or areautomatically disqualified.

It's the Recruiting Administrator who creates and manages the disqualification questions in the Questions Library andalso defines the context when the question is used. An important point for you to remember is that when a recruitercreates a job requisition, disqualification 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 disqualification questions in a job requisition.

Note: Disqualification 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 configured 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 defines the classification and the context of questions. When a recruiter creates a jobrequisition, questions available for selection depend on the classification of the question and the context of the jobrequisition.



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These are the two classifications 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.

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

Reorder Questions in a Prescreening QuestionnaireYou can define 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 disqualification questions and prescreening questionsadded automatically or by the user.




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Score Prescreening Questions in a PrescreeningQuestionnaireYou can score questions used in external or internal prescreening questionnaires filled 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. Whena candidate applies for the job and answers prescreening questions, you can see the overall score to the prescreeningquestions 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 filter job applications using the Prescreening Score filter. This filter is hidden by default. Click thePersonalize Filters icon to add the filter.

Prescreening FAQs

Can I see answers provided for a prescreening question?If you want to see the list of job applications where a specific answer was provided for a prescreening question, use theQuestion and Answer filter in the job applications list. This filter 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.

Can I edit a prescreening questionnaire in a job requisition?You 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 disqualification 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.



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Chapter 4Candidate Search

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4 Candidate Search

Candidate SearchYou use the candidate search to find qualified candidates for current or planned open positions.

When you search for candidates, you can enter keywords, use boolean expressions, use advanced search criteria,use basic filters, and perform actions on the candidates that are retrieved. Each time a criteria is defined, the TotalCandidates number gets updated to provide feedback on the results.

Keyword SearchWith the keyword search, you enter a term in the Search field. As you enter letters in the Search field, words matchingthe characters you typed are displayed. A list of matching values beginning with the characters entered appears. The listcontinues to narrow as you enter more characters. You can select an item from the list and click the Search icon.

Keywords are searched in the following fields of the candidate file:

• Job Title

• Employer Name

• Degree Level

• Person's Full Name

• Person's Last Name

• Attachments assigned to the Resume category

Boolean SearchA boolean search is a type of search where you can combine keywords with operators such as AND, OR, NOT, andparenthesis to produce more relevant results.

When you do a boolean search, consider the following:

• AND, OR, NOT and parenthesis "()" are the supported boolean operators.

• You can search in different languages but the boolean operators remain the same (AND, OR and NOT).

• Anything between the operators will be considered as a full quoted text. Example: business analyst AND"marketing manager" is the same as business analyst AND marketing manager.

• Wild card searches "*" aren't supported.

• Multi-level parenthesis isn't supported. Example: (manager AND (analyst OR associate)) isn't supported. Butmanager AND (analyst OR associate) AND (computer OR electronics) is supported.

The table provides a detailed explanation of the boolean operators and examples.

Operator Description Example

AND

Use the AND operator to join keywords ordifferent aspects of search. Use AND tofind candidate profiles that include both

product marketing AND manager business AND economics



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Operator Description Example

search phrases. When you use AND in asearch, it essentially narrows your resultsto the intersection of the two searchphrases or terms. Every candidate profileresult will contain both terms and typicallylimits your search results.

sales AND marketing

OR

Use the OR operator to broaden thekeywords or different aspects of searchthat mean the same or similar thing. UseOR to broaden your search by connectingtwo or more synonyms. When you useOR in a search you can find candidateprofiles that include one term, the otherterm, or all terms. The more search termsyou enter connected by OR, the morecandidate profile results you get.

business analyst OR systems analyst developer OR designer OR programmer project OR program OR portfolio

NOT

Use the NOT operator to exclude aparticular term from your candidatesearch. Type NOT immediately beforethe term. Candidate profile search resultswill exclude any profile that contains thatterm.

business analyst NOT manager bachelors NOT masters developer NOT manager

()

Use parenthesis "()" when you want to runcomplex search queries combining thelogical sections of the query. The termsand operators inside the operators will besearched first.

(Sales OR Marketing) AND (Vice PresidentOR Director) (Company A OR Company B) NOTCompany C

Advanced Search CriteriaWhen you search for candidates, you can use these advanced search criteria to narrow down your search results andimprove the quality of your results:

• Candidate Details: Name, Language, Source, Medium

• Location: Postal Code, Location

• Education: School, Degree, Major

• Experience: Job Title, Years of Experience

• Company: Current Company, Past Company

When you use an advanced search criteria, the Total Candidates number is updated. When you see a * (star) next to theTotal Candidates number, it indicates that advanced search criteria were used.

Advanced search criteria are saved within the same session. If you search candidates using a criteria, go to some otherscreen and come back, the criteria will still be available in that session.



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Search ResultsWhen you click Search, candidates matching your search criteria are displayed.

Unconfirmed candidates don't appear in search results. To appear in search results, candidates must confirm their emailaddress or phone number.

You can use basic filters to narrow down the list.

In the search results page, the result indicates candidate profiles found using advanced search criteria and basic filters.For example, if the search result is Candidates (7 of 15*) 15 candidates were found using advanced filters, and 7 usingbasic filters.

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

• Delete Candidate

• Create a Candidate



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Chapter 5Prospects and Candidates

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5 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 filter prospects.

• Search specific 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, convert a prospect into a candidate job application.

• 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, certifications and licenses, endorsements, attachments, 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 view it:

• 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 filter the list to see referred and added prospects.

Convert a Prospect into a Candidate Job ApplicationYou can convert an existing prospect record into a candidate job application. Only 10 prospects can be converted in abatch action.

Prerequisite: You need the Create Candidate Job Application privilege to have access to the Convert Prospect action.

1. Go to the Job Requisitions list.2. Click the Prospects link for a specific requisition.3. On the Prospects page, select a prospect.4. In the Actions menu, select Convert Prospect.



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Once the prospect record is converted, it no longer appears on the Prospects list. It appears as a confirmed jobapplication. You can use the Candidate Application filter on the job application list to find those applications which werecreated on behalf of the candidate.

Note: The Candidate Application filter isn't displayed in the Filters panel by default. You need to add it using thePersonalize Filter action.

If the candidate attempts to apply using their invite to apply email, the candidate will get an error and won't be able toapply because the job application was created (on their behalf) with the Convert Prospect action.

Create a Candidate ProfileYou create a candidate profile to quickly capture candidate information.

There are various reasons why you may want to create a candidate profile. 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 attending 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.

You can create a candidate profile from the Candidate Search page, from within a candidate pool, and from the prospectcandidate 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 attachments.4. Click Save and Close.

When 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 profile page tofill in more information about the candidate such as previous work employment, education, licenses and certifications,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 profile applies for a job, the candidate reuses the profile you created so thatinformation you entered is kept. For example, if you added the candidate to a job requisition or a candidate pool, theinformation remains. However, any data supplied by the candidate overwrites the data you entered.

Candidate Duplicate CheckA duplicate check is used to identify potential duplicate candidates.

You can run a duplicate check from the Candidate Search page, from within a candidate profile, a candidate jobapplication, and a prospect record. The Check Duplicates action is available when viewing the profile or job applicationof:

• external candidates

• external contingent workers



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• ex-employees

• ex-contingent workers

Note: Duplicate check isn't available for employees and contingent workers.

There are 2 ways the application searches for duplicates:

• Automated potential duplicate identification

• Search for a person

Automated Potential Duplicate IdentificationWhen you use the Check Duplicates action, a scan is done across candidates using these candidate identifiers:

• National Identifier

• Name

• Date of Birth

• Address

• Education

• Experience

The search engine identifies potential duplicate candidates across external candidates, external contingent workers,ex-employees, and ex-contingent workers. The top 10 potential duplicate candidates are listed in order of match score.When you click the expand icon, you can view the following candidate info to help you better evaluate if there's aduplicate:

• Name

• Location

• Candidate type

• Phase and state of latest job application

• Hiring manager

• Recruiter

• Person number

You can see if there's a match for the date of birth and national identifier. You can also see the match score. Matchscores are classified as highest, higher, high, medium, and low depending on which candidate identifiers are identical.

The table indicates the match score when specific candidate identifiers are identical. As an example, if the nationalidentifiers are identical, the match score will display Highest.

Candidate Identifiers Match Score Candidate Identifiers

National Identifier

Highest

National Identifier

Name + Date of Birth + Address +Employment History + Education

Higher

Name + Date of Birth + Address +Employment History + Education

Name + 3 identifiers among Date of Birth,Address, Employment History, Education

High

Name + 3 identifiers among Date of Birth,Address, Employment History, Education



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Candidate Identifiers Match Score Candidate Identifiers

Name + Date of Birth Or, Name + 2 identifiers among Date of Birth,Address, Employment History, Education Or, At least 3 identifiers among Date of Birth,Address, Employment History, Education

Medium

Name + Date of Birth Or, Name + 2 identifiers among Date of Birth,Address, Employment History, Education Or, At least 3 identifiers among Date of Birth,Address, Employment History, Education

Name + 1 identifier among Date of Birth,Address, Employment History, Education

Low

Name + 1 identifier among Date of Birth,Address, Employment History, Education

Search for a PersonWhen you're on the Check Duplicates page, you can use the Search for a person tool to search for potential duplicates. Ascan is done across candidates using these criteria:

• Name

• Email

• Phone

• Person Number

The search engine identifies potential duplicate candidates across external candidates, external contingent workers, ex-employees, and ex-contingent workers. A list of candidates matching the search criteria is displayed. You can also viewthe detailed profile of candidates to better evaluate if there's a duplicate.

Run a Candidate Duplicate CheckYou run a duplicate check to identify potential duplicate candidates.

Note: To use the Check Duplicates action, you need this privilege: Perform Candidate Duplicate Check and Merge.

You can run a duplicate check from the Candidate Search page, from within a candidate profile, a candidate jobapplication, and a prospect record.

Let's say you're on the Candidate Search page:

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

The top 10 potential duplicate candidates are listed in order of match score. Click the expand icon to see the matchscore, the person number, and if there's a match for the date of birth and national identifier. You can also view thedetailed profile of candidates to better evaluate if there's a duplicate. If you do determine that a candidate is a duplicate,you can merge the duplicate.



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Candidate File MergeYou can merge pre-identified candidates after running a duplicate check or using specific identifiers.

When is a candidate merge allowed:

Who Can be merged with Who is retained after the merge

External candidate

External Candidate Contingent worker as external candidate Ex-employee Ex-contingent worker

User choice Contingent worker as external candidate Ex-employee Ex-contingent worker

You can't use the merge action when:

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

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

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

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 notification is sent to inform you of the merge request status.

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

Merge Candidate FilesYou can merge pre-identified candidates after running a duplicate check or using specific identifiers.

Note: To use the Merge action, you need this privilege: Perform Candidate Duplicate Check and Merge.

1. Open a candidate profile, 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 attributes 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.



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7. Submit the merge request. A prerequisite check is done. When prerequisites are met, the request proceeds. Themerge process combines the profile 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 profile and all activities of the candidateas a 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 notification is sent to inform you of the merge request status.

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

Add a Candidate to a Job RequisitionYou add a candidate to a job requisition to create a prospect candidate profile 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.3. On the Add to Requisition page, select a job requisition.4. If you want to skip the prospect candidate process, select the option Create job application on behalf of

candidate. Only 10 job applications can be created, for example:

◦ One candidate can be added to 10 job requisitions, resulting in the creation of 10 job applications.

◦ Two candidates can be added to 5 job requisitions, resulting in the creation of 10 job applications.

◦ Ten candidates can be added to 1 job requisition, resulting in the creation of 10 job applications.

Note: You need the Create Candidate Job Application privilege to see the "Create job application onbehalf of candidate" option.


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 confirmation message indicating that the candidates were added to the job requisitionappears. There are no details as to why a specific 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.



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

By default, the candidate email address is used for identity verification and communication. When SMS communicationis enabled, candidates can confirm 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't be ableto confirm their identity

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

• Verify the identity of new candidates and confirm 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 offers.

• 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. When new external candidates apply for a job, theywill receive communication by email or SMS depending on whether they used email address or phone numberto confirm their identity at the beginning of the application process. After that, candidates can modify theircommunication preference to receive communications by email, SMS, or both when needed.

All candidates using an email or phone number are authenticated using a 6-digit verification 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 confirmtheir job application. Similarly, the candidate will receive an SMS with a 6-digit code if applying for a job using a phonenumber. Candidates are locked out after they enter an incorrect code 5 times. They have to wait for 30 minutes beforeanother authentication attempt.

Verification 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.

Candidates must confirm 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 verification code by email or SMS. To confirm their identity, candidates enterthe 6-digit code into a form presented after the talent community profile is created or job application is submitted.

When candidates remain in the same session, their identity has already been verified and they can apply to other jobsor access their candidate self service dashboard without the need to confirm their identity again. In general, the identity



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of candidates is confirmed within the same session for 4 hours. After that time, candidates need to reconfirm theiridentity.

Verification 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 isverified. They're sent a 6-digit verification code by email or SMS to confirm their identity. Upon confirmation of theemail address or phone number, the candidates land in the application flow and the application form is prefilled withdata from previous job applications. The most recent data that was submitted is used. Candidates can overwrite thatdata and submit their job application with updated details. Their candidate profile data is updated respectively.

When candidates remain in the same session, their identity has already been verified and they can apply to other jobsor access their candidate self service dashboard without the need to confirm their identity again. In general, the identityof candidates is confirmed within the same session for 4 hours. After that time, candidates need to reconfirm theiridentity.

Verification of EmployeesWhen former employees or alumni provide their personal email address to confirm their identity, they're treated asreturning external candidates and they can access their talent profile 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.

Candidate Authentication PathThe candidate authentication path depends on these criteria:

• If a candidate profile is associated with the email or phone used for authentication.

• If there is a draft associated with the email or phone even if a candidate profile doesn't exist yet.

• If the Candidate Autoconfirmation setting is enabled.

Here's what happens when the Candidate Autoconfirmation setting is enabled:

• If there is no candidate profile:

◦ And there is no draft associated with the email or phone: the verification code is sent at the end of theapply flow or talent community flow.

◦ And there is a draft associated with the email or phone: the verification code is sent before entering theapply flow or talent community flow.

• If there is a candidate profile:

◦ When the candidate enters the apply flow, the verification code is sent as soon as the candidate providesthe email or phone. After a successful verification, the candidate can enter the flow and see profile dataassociated with the email or phone that was used.

◦ When the candidate enters the talent community flow, the verification code is sent as soon as thecandidate provides the email (there is no phone verification when entering the talent community flow).



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◦ After successful verification, the candidate can access the self service dashboard on the career site tomanage their profile (there is no entry to the talent community flow because the candidate already has aprofile).

Here's what happens when the Candidate Autoconfirmation setting is disabled:

• If there is no candidate profile, and or draft associated with the email or phone, the verification code isn't sentafter completing the apply flow or the talent community flow, and the email or phone is auto confirmed.

• If there is a candidate profile, the behavior is the same as when the Candidate Autoconfirmation setting isdisabled.

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 to theprospects. You can use the Send Invite action to manually resend an invitation to the prospects. The prospects receivean email inviting them to apply for the job. If prospects are interested in learning more about the job, they can clickthe 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.

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 submitted by the referrer.

How can I delete a candidate?Use the Delete Candidate action in the candidate pool, candidate profile, or candidate search results to deletecandidate profiles (profiles referred or added to a job requisition). You can only delete candidate profiles that haveunconfirmed or inactive job applications. If there are confirmed job applications, delete the job applications before



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deleting the candidate profile. When you delete candidate profiles, they no longer appear in the application but they'restill available in reports.


Chapter 6Candidate Pools

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6 Candidate Pools

Candidate PoolA candidate pool is an identified 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 fill. With candidatepools, you can refine a list of candidates to remove unqualified 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 effort. 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 Attention Rejected by Employer Withdrawn by Candidate

Reviewed

Needs Attention Meets Qualifications Rejected by Employer



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Phase State

Withdrawn by Candidate

Engaged

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

Nurture

Needs Attention 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's currently no association on the workforce structure job side with candidate pools. Thereference is only for the benefit 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 specific 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 field appears. Select an organization.Internal candidates will be automatically added to the Talent Community pool based on their preferredorganizations.



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Add a Candidate to a Candidate PoolYou can add candidates to a candidate pool to consider them for a position. You can add one or multiple candidates at atime 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.

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

• Sort, filter, 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'reengaged with the organization even if they aren't actively involved in a hiring effort.

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 find 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 attributes. External candidates can create their profile, indicate their preferred location and job family,import their profile 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 identified as such. You can also filter the listby talent community location, talent community job family, talent community site, and candidate types. The talent



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community organization filtering is also available for internal candidates who can define the preferred organizations.When you find the desired candidates, you can contact them if you have jobs matching their profile.

When external candidates join a talent community pool, the information is tracked in the candidate file 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 filter Include Inactive Pools. When 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 7Candidate Job Applications

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7 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 filter candidate job applications.

• Search specific 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, confirming unconfirmed 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 Certificates

• 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.

Add Info to Job Applications on Behalf of CandidatesYou can add apply flow and request information flow data to job applications on behalf of candidates.



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This includes:

• Information related to Talent Profile content such as Education, Experience, Languages, Licenses andCertifications, Skills.

• Information in the Sensitive Info section.

• Information in the Personal Info section.

• Information in the Address section.

• Prescreening questionnaires.

• Request information questionnaires.

• Preferred locations in the Preferences section.

• Attachments in the Supporting Documents section.

• Flexfields.

Here are some additional details regarding this feature.

• Any information provided by the candidate through an apply flow or request information flow can't be edited oradded. This ensures that candidate provided information is retained.

• When you add information to a job application, the information is only saved for that job application. Thecandidate profile isn't updated except for the information in the Address, Personal Info, and Sensitive Infosections (because that information is stored in the profile).

◦ The Personal Info and Address sections are always kept in sync. Updates made on the job application arereflected on the candidate profile (and all other job applications for the candidate).

◦ If the candidate were to later apply to another job or if the candidate is added to another requisition, theirprofile data will be used, not the data you added to the job application.

• You can't add veteran, disability, and diversity information.

• If an external candidate went through the apply flow or request information flow with a block, you can't addinformation to those block sections even if the candidate left the block empty. For example, if the Languagesblock was in the apply flow and the candidate left it blank when applying, you won't be able to edit theLanguages section.

• If an internal candidate went through the apply flow, you can't add information to their Talent Profile content orjob application questions. For example, if the job application was created on behalf of the candidate, meaningthe candidate did not go through the apply flow, you won't be able to add information to the Talent Profilecontent sections and respond to the job application questions.

• In the case of request information flows, if you completed a questionnaire, the questionnaire won't bepresented to the candidate. If the candidate goes through a request information flow, they will see their profiledata pre-filled. Any information the candidate provided will overwrite the information you provided on the jobapplication.

• There's no way to distinguish between information provided by the candidate versus information you provided.

• You can't edit most content on the job application once the application is in the HR phase or an inactive state.You can only edit the Contact Info, Address

Sensitive Info can only be provided for external candidates and it requires an additional duty role, Manage ExternalCandidate Sensitive Information which has been added as part of this enhancement.

You need the Update Candidate Job Application privilege to add apply flow and request information flow data to jobapplications on behalf of candidates.



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You can only add sensitive info for external candidates and you need the Manage External Candidate SensitiveInformation duty role for that.

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

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 off 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 confirm 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 filters 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 ConfirmedCandidate job applications must be confirmed to be part of the candidate selection process.

There are different methods to confirm a candidate job application:

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

• You can resend the confirmation email or SMS to the candidate using the Send Confirmation Request action.

• You can confirm the job application on behalf of the candidate using the Confirm Job Application action.

By default, unconfirmed job applications for a job requisition aren't displayed. Use the Unconfirmed filter to viewunconfirmed job applications.



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Recommended Candidate Job ApplicationsYou can recommend the best candidates for open job requisitions, rank job applications in order of recommendations,and filter the list of recommended candidates. This increases recruiters productivity, helps reduce the time in the overallcandidate 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.

Click the Add as Prospect button 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 flow 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 button to apply for a job, the first thing the candidate does is to enter anemail address or phone number. A verification 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 flow and information is prepopulatedwith information from the candidate's last job application. The candidate can edit the information prior tosubmitting the job application.

• If no record is found and it's a brand new candidate, the candidate is presented with the job application flowupon 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 confirm the submitted job application.

Depending on how the job application flow is configured, the candidate can import a profile from a third party such asLinkedIn and Indeed, upload a resume, or manually fill out a job application.

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



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Request Information FlowYou use the Request Information flow to capture additional information from external candidates once they haveapplied to a job. For example, a recruiter may have additional questions to answers provided by a candidate, or wants toask candidates to fill in additional questionnaires or documents requiring the consent of a candidate.

With this flow, a notification is sent to candidates. When candidates click the link in the notification, they're redirectedto the Request Information flow. At the same time that the notification is sent, the link to access the flow 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 file.

Candidates don't have to provide info in blocks they already filled during the initial apply flow or request informationflow, except contact information, address, and sensitive personal information that can be asked multiple times.

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 efforts to build a diverse workforce.

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

Your administrator configures which of the following diversity fields are displayed to candidates in each of the countrieswhere hiring is done. Each of these fields can be displayed as optional or required when candidates apply to jobs. Eachcountry can have its own list of possible answers for these fields.

• Date of Birth

• Ethnicity

• Gender

• Marital Status

• Religion

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

• Diversity: Can show the above 5 fields 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 field for job requisitions located in the United States.

When the configuration is done, you can create a requisition that gathers legislative and diversity information byselecting one of these job application flows. Depending on the primary location and any alternate locations of therequisition, if these are in any countries that are configured to show these fields, then the candidates will see thesequestions when they apply to the requisition.

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



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Internal candidates aren't asked to provide this information when they apply for the same job requisitions. Howevertheir current diversity data from their HR file 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 influence hiring decisions so it's never displayed as part of the job application. It's available forreporting purposes.

Candidate Job Application FAQs

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 unconfirmed 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 offeris created. Once you delete a candidate job application, it no longer appears in the application but it's still available inreports.

What's validated for e-signatures on job applications and offers?Candidates can be asked to provide their full name as an e-signature, both when submitting a job application andwhen accepting an offer. They must provide their last name, and their first name is optional. This light validation allowssignatures to be successful from people who may apply using nicknames versus formal first names. The descriptionsthat they see when filling both of these e-signature fields are configurable in the Recruiting Content library.

How can I find candidates recommended for rehire?When you conduct a candidate search or review job applications, prospect candidates, and candidate pool members,use the Rehire Recommendation filter to get a list of candidates that were recommended during the HR terminationprocess. Open a candidate file 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.


Chapter 8Recruiting and Social Media Campaigns

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8 Recruiting and Social Media Campaigns

Create a Recruiting CampaignYou use 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 benefits and corporate culture. Campaignsprovide the ability to market job requisitions to targeted candidate audiences. Hard to fill 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 configure responses.3. Add campaign owners.4. Create campaign emails.5. Define the campaign audience.6. Activate the campaign.

Enter Basic InformationYou first enter basic information about the recruiting campaign.

1. Click the Campaigns tab.2. On the Campaigns page, click Add.3. On the Create Campaign page, provide information in these fields:

◦ 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 define where the user is taken upon clickingthe response link or button:

• Use Thank You Page: When campaign recipients click the response button 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 button or link, they are taken to an externalwebsite configured for that response.



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Associate Job Requisitions and Configure 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 attribute to be defined.

1. Go to the Associated Job Requisitions section.2. If you select Specify Requisitions, enter a job requisition title or number.3. If you select Specify Requisition Query, 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 attribute.

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

1. Go to the Campaign Owners section.2. Select one or several owners.

Create Campaign EmailsWhen you save the campaign for the first 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 first 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 configured 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.



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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 schedulingoption, you must first activate the campaign. You should only schedule an email when you're finished 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 button 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.

Define the Campaign AudienceYou can target a recruiting campaign to a specific 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 filters 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 specified their opt in status, use theInclude Unspecified Candidates filter.



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

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

As soon as you select one filter attribute, 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 finalized 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 CampaignUse the Activate Campaign action when you're done working on the campaign details, defining 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 modified, unlessthe Redraft Campaign action is used before the first email has been sent.

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.

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 fields to specify the specific 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 first campaign email is sent. These details are available on the Overview tab of the campaign.

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 five responses to achieve the goal of obtaining ten jobapplications.

Response BreakdownThe response breakdown indicates the count obtained for each response defined 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.



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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.

Recruiting Campaign StatusesA recruiting campaign can have one of the following status.

• 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 modified.

• 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.

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.

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.



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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.

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 modified 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 finished 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 modifiedand 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

◦ Twitter

◦ LinkedIn

◦ Other



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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.

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, button, 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 button on the landing page, the application captures their visit. Youget basic metrics from the social media posts and can evaluate the effectiveness 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 9Recruiting Agencies

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9 Recruiting Agencies

Agency HiringAgency hiring is designed to allow recruiters to invite agents to submit candidates that they manage to apply onrequisitions.

Here's how agency hiring basically works:

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

• The recruiter creates a job requisition, selects agents, and sends them an invitation to submit candidates for thejob.

• Agents receive the invitation by email. They access the agency portal where they can view details about the jobrequisition. They scan through candidates in the agency portal Talent section and submit candidates for thejob.

• Candidates receive an email notifying them that their profile was submitted for the job. They view the jobdetails and apply for the job.

• Agents go to the agency portal Referrals section to know how candidates they referred are progressing.

• The recruiter goes back to the job requisition and views the list of job applications. An icon indicates whichapplications were referred by agencies. The recruiter can also filter the list using the Referred by Agency filter.When a candidate is referred by an agent, the information is tracked in the candidate file Source Informationsection. You can see the source medium "Agency Referral" and the source which is the name of the agency thatsubmitted the candidate.

Agency PortalStaffing agents have access to an agency portal which provides a common area to manage their interactions with jobrequisitions.

The agency portal is organized into four areas:

• Invitations: Agents can view job requisitions for which they're invited to submit candidates. Agents can click theSubmit Candidate button to submit a candidate for a requisition. The list of candidates available for selectionare candidates not already submitted for the requisition and candidates who were sourced by the agency for aspecific 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 button to createa candidate profile. Note that if the option Display Candidate Data is set to No, only the name and email addressis available in the candidate profile. When saving the information entered about the candidate, a check is doneto verify if the candidate already exists in the agency database. If no duplicate is found, the agent can continuethe creation process. An email is sent to the candidate to inform them that a profile was created. The candidateaccesses the candidate self service area of the career site to review their profile 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.


Chapter 9Recruiting Agencies

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Invite Agents to Submit Candidates for a Job RequisitionYou can invite agents to submit candidates for specific job requisitions.

1. Open a job requisition.2. Click the Posting tab.3. On the Posting page, go to the Staffing Agents section.4. Click the Agent selector to see a list of agents matching the location and job family of the job requisition.5. If you want to expand your search and see a larger list of agents, click Advanced Search.6. The Agents page displays a list of agents with details about each agent and a visual indicator of how effective

the agent was to provide candidates in the past. You can filter the list using the Location and Job Family filters.7. Select one or multiple agents.8. Click Save and Close. You're back on the Posting page.9. In the Staffing Agents section, click Invite Agents to send agents an invitation to submit candidates for the job

requisition.


Chapter 10Candidate Interviews

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10 Candidate Interviews

Candidate InterviewsYou can schedule, manage, and track interviews with candidates to evaluate their qualifications and work experienceand move them 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 and create interviewsfor candidates. You can schedule interviews on behalf of candidates, or you can invite candidates to schedule their owninterviews. When candidates are invited to schedule their interviews, they receive a notification containing a link to theircareer site where they can select a time slot that works best for them. Candidates and interviewers are notified wheninterviews are scheduled. Candidates and interviewers can download a calendar attachment to add the interview to theircalendar.

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 forspecific candidates.

• 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 ScheduleWhen a job requisition is in the Approval phase or later phases, the Interviews tab appears in the job requisition. Ifyou have 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 button.4. Select an interview schedule template. Content of the template is copied in the interview schedule.5. Complete the fields and provide all the details required for the interview schedule.

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

◦ 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.

◦ Settings: Select which actions candidates can perform on their interviews. See the Interview ScheduleSettings topic for details.

◦ 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 attached to the notification sent to interviewers. You can include alink to the job posting so that the interviewers can refer to the job description, qualifications, or other



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details. You can include a link to the resume. You can include a .ics attachment so that candidates andinterviewers can add the interview to their calendar.

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

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

You need to publish the schedule to be able to schedule interviews.

1. On the Interview Schedules page, click the Actions menu next to the interview schedule.2. Click Publish Schedule.

Interview Schedule SettingsThis table shows settings that you can use to configure interview schedules.

Settings for Hiring Team ManagedInterview Schedule

Settings 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.



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Settings for Hiring Team ManagedInterview Schedule

Settings for Candidate Managed Interview Schedule

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

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

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 fields 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.

Define Number of Seats Available per Interview SlotsWhen you create interview slots on candidate managed interview schedules, you can define the number of seatsavailable per slot using the Number of Candidates field.

Let's say for example that you create an interview slot between 9 am and 10 am and that 5 interviewers are availableduring that interview slot. This means that up to 5 candidates can select that time slot when scheduling their interview.When candidates are scheduling their interview, they only see one interview slot. There's no indication that there aremultiple seats. As candidates select that time slot, the number of available seats decreases until the interview slot is fullybooked, at which time the interview slot is no longer available for selection by candidates. Also note that:

• If the number of seats is filled before the candidate accesses the scheduling page, that time slot isn't displayed

• If the number of seats is filled while the candidate is attempting to schedule that slot, the candidate will see anerror message that directs them to select another available slot.

• If candidates reschedule or cancel their interview, the number of available seats is updated.

When you create an interview slot with one seat, you can see the name of the candidate who selected that time slot inthe Interviews calendar. If you create an interview slot with multiple seats, you can see the number of available seatsversus booked seats for the interview slot.

If you go to the requisition's Interviews tab, in each interview slot there is now a Scheduled Candidates section, youcan see the name of the candidates who will attend the interview. You can also perform actions on candidates such ascanceling the interview or sending an invitation to reschedule the interview. If you click the name of the candidate, youare navigated to the candidate's job application where you can see and manage all of their interviews.



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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 notification containing a link to their career site where they can schedule the interview. They selecta time among the available time slots that have been defined 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.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.

Candidate Interview NotificationsSeveral notifications related to interviews are sent to candidates and interviewers. Notifications sent to candidates arelogged in the candidate's job application Interactions tab.

This table shows notifications sent for candidate interview actions.

Action Candidate Notification Interviewer Notification Recruiter and HiringManager Notification

Schedule Interview (for hiringteam managed schedules)

Interview ScheduledNotification



Edit Interview

Interview Updated Notification



Delete Interview

Interview CanceledNotification



Send Interview Invite(for candidate managedschedules)

Schedule InterviewNotification

N/A

N/A

Interview Scheduled byCandidate (for candidatemanaged schedules)






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Action Candidate Notification Interviewer Notification Recruiter and HiringManager Notification

Send Invitation to Reschedule

Interview RescheduleNotification

N/A

N/A

Notification automatically sent24 hours before scheduledinterview

Interview ReminderNotification

Interview ReminderNotification

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 defined 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.

4. Select interview feedback questionnaires. These questionnaires contain questions to collect interviewfeedback.

5. Select job application's attachments to include in the feedback request. You can add any attachment 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 notification 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-specificattachments, 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 attempt to access a questionnaire they already submitted, they don't see thequestionnaire; instead they just see a generic message that the questionnaire was completed and submitted.

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 attachments and notes. The renewed request automatically expires 14 days from the renewedrequest date.



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Interview Scheduling Integration with Microsoft 365If your organization has integrated Microsoft 365, here's how you can use interview scheduling:

• You can view the interviewer availability when scheduling interviews on behalf of candidates and when creatinginterview slots for candidates to self-schedule.

• When editing scheduled interviews or interview slots, you can also view interviewer availability to ensure you'rerescheduling when the interviewer is free.

• Interviewers and interview coordinators will receive interview events in Microsoft 365 that they can easily addto their calendar. As those events are modified in Oracle Recruiting Cloud, the event in Microsoft 365 is updatedautomatically.

Candidate Interviews 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 notification containing a link to access their career site where they can rescheduletheir interview.


Chapter 11Screening Services

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11 Screening Services

Background CheckA background check can be used during the candidate selection process to investigate a candidate's background beforehiring them. A check on a candidate's background may include verifications such as employment history, education,criminal records.

When you create a job requisition, you add background checks in the Screening Services section. You can add one ormore background check screening packages, usually multiple packages with a single screening. After you select thebackground check partner and user account, go to the partner's site to add the background check screening packagesto the job requisition. You can also specify the order in which the partner will run the screening packages. When yousave the changes, you can see the selected screening packages on the job requisition Screening Services section.

Your administrator configures when the background check is automatically triggered during the candidate selectionprocess. The background check partner obtains the candidate's info and completes the background check. You thenreceive a notification.

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

• Complete

• Completed - Pass

• Completed - Fail

• Completed - To Be Verified

• 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.

AssessmentAn assessment can be used to assess and measure the knowledge, skills, abilities, and attributes of candidates for a job.

When you create a job requisition, you add assessments in the Screening Services section. You can add one or moreassessment screening packages. After you select the assessment partner and user account, you need to decide ifcandidates take the assessment when applying for a job, or during the candidate selection process, or both.

• For assessments during the job application, select the assessments for the internal job application flow,the external flow, or both. Candidates receive a link to take the assessment right after submitting their jobapplication. If inline assessments was enabled by your administrator, candidates fill the assessment before theysubmit their job application.



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• 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 and state selected,the assessment partner's service is called to initiate one or multiple assessments, based on it's configuration.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 Verified 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.

You can use these assessment filters when you view candidate search results, members of a candidate pool, prospectsfor a job requisition, and job applications:

• Assessment Package

• Assessment Status

• Assessment Score

Candidates can view the results of their last assessment.

Tax Credit ScreeningYou use tax credit screenings to validate tax credit eligibility of candidates. Candidates can be eligible to various federal,state, and other tax credits.

You add tax credit screenings in the job requisition Screening Services section. You can assign one tax credit screeningpackage with multiple screenings. You then select the desired partner and user account, and also a location package, ifneeded. Indicate if the tax credit screening is triggered during the candidate application flow or the candidate selectionprocess. When you save the changes, you can see the selected screening packages on the job requisition ScreeningServices section.

The tax credit screening is automatically triggered during the external job application flow or when candidates reach aspecific phase and state in the candidate selection process as configured 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 notification. 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 official 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 official 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 confirmation is used for hiring requisitions associated to pipeline requisitions, the initiated tax credittrigger should also be placed at the hiring requisition level. When no hiring confirmation is used, the trigger can bedefined at the pipeline job requisition level.



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Screening Services FAQs

Can I edit screening services?You can change the configuration of screening services in job requisitions that are no longer in the draft phase. You maywant for example to change a partner at the end of a contract or add packages due to new legislation.

If you have the "Update Job Requisition" and "Update Job Requisition After Draft Phase" privileges, you can edit theconfiguration of screening services in a requisition as long as there are no job applications on the requisition. You canedit screening services when the requisition is in any of these phases:

• Approval

• Job Formatting

• Posting

• Open

The configuration of these screening services is possible: background checks, assessments, tax credits.



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Chapter 12Candidate Selection Processes

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12 Candidate Selection Processes

Candidate Selection ProcessThe candidate selection process provides the framework to move candidates through the hiring process to evaluate andfind 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 confirmed 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 Offer Rejected by Employer Withdrawn by Candidate

Offer

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, confirmed, and have no job offer.

• 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 configured as not mandatory. A privilege is required: "Move Candidate JobApplications Skipping Mandatory Phases". This privilege is granted to recruiters by default.

If your administrator defined 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 defined 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 different 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 the Returnto 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 configuration of the application flow, theProgress tab can display e-signatures: the job application e-signature completed as part of the candidate's applicationprocess, and the job offer e-signature completed as part of accepting a job offer.

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



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Candidate Selection Process FAQs

What's the difference 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 13Job Offers

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13 Job Offers

Where You Can See Job OffersThere are several places where you can see job offers.

Job Offers Page, in Hiring Work AreaRecruiters can see job offers under My Client Groups > Hiring > Job Offers . Hiring managers can see job offers underMy Team.

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

The Job Offers page is used by recruiters and hiring managers. They need the View Job Offer privilege. They can onlysee offers based on specific data security.

The Actions menu for each offer lists the most-frequently used actions that you can take for that candidate's offer. 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 Offer tab of the application.

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

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

The Offer tab is used by recruiters and hiring managers. To view this tab and its content, they need specific 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 Offers Page, from Quick ActionQuick Actions > Manage Job Offers

The Job Offers page, reached from the Manage Job Offers quick action, lists job applications in the HR phase. If a jobapplication ever leaves the HR phase (by redrafting the job offer), 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 Offers privilege. They can only see offers based on specific data security.

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

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



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Job Offers Details PageQuick Actions > Manage Job Offers > Job Offer

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

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

Job Offer Life CycleThe job offer life cycle includes these main activities:

• A recruiting user decides to create a job offer for a candidate who has applied for a job. They draft thevarious details of that offer, including the proposed start date, job assignment, position if any, salary, or othercompensation. This job offer can be submitted for approval, then extended to the candidate.

• The candidate gets notified that they have a job offer. They can read the offer online and consider it. Thecandidate can accept the offer or decline it, either electronically with an e-signature, or by providing theirresponse to a user who enters the information on their behalf.

• After accepting the job offer, the candidate is moved into any configured custom phases of the selectionprocess, such as a background check or providing additional information like their national identifier.

• Finally, the candidate's job application is handed off to the HR specialist who finishes the work to transformthe job offer into a pending worker or a worker with a new assignment, as appropriate. The HR team performsdifferent tasks depending on whether the candidate is a brand new hire, a rehire coming back to the company,or a current 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.

Job Application States Within the Job Offer PhaseA job application goes through different states within the Job Offer phase.

The table presents the states within the Job Offer phase.

State in the Job Offer Phase Description

To Be Created

No job offer exists yet. To create a job offer, you need the Initiate Job Offer privilege.

Draft Pending Approval Approved Extended Accepted

These are states within the normal job offer path.



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State in the Job Offer Phase Description

Approval Rejected Withdrawn by Candidate Rejected

These are inactive states.

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



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final state Accepted so that the candidate can finally 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 Offer phase.

To Be Created

Draft

Pending Approval

Approved

Extended

Accepted


Rejected (by Employer)

Approval Rejected



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Job Offer Actions and PrivilegesUsers with the specific privileges can perform several actions depending on the job offer state.

Action Description and Privilege

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

when the candidate accepts the job offer.

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

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

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

Edit Offer You edit a job offer to modify its content. The Edit Offer action is available for job offers in the

Draft state.

Privileges required for this action:

• View Job Offer• Update Job Offer

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

• View Job Offer Salary• Update Job Offer Salary• View Job Offer Other Compensation• Update Job Offer Other Compensation

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

for job offers in the Draft state. The action is available while editing the offer.


• View Job Offer• Update Job Offer• Move Job Application



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Extend Offer You use the Extend Offer action to communicate a job offer to a candidate. The Extend Offer

action is available for job offers in the Approved state.


• Communicate Job Offer• Move Job Application

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

the link to reach a job offer on the career site. The Resend Offer action is available for job offersin the Extended state.


• View Job Offer• Communicate Job Offer• Move Job Application

Accept Offer You use the Accept Offer action to accept the offer on behalf of the candidate. The Accept

Offer action is available for job offers in the Extended state, or in the Approved state if theExtend state is configured to be skipped.


• Communicate Job Offer• Move Job Application

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

Redraft Offer You use the Redraft Offer action to revise the job offer and start the Offer phase lifecycle again.

The Redraft Offer action is available for job offers in all states except Pending Approval.


• Initiate Job Offer• Move Job Application

Preview Offer You use the Preview Offer action to see how the job offer letter appears to the candidate.


• View Job Offer

To see tokens resolved in the offer letter, you need these privileges:

• View Job Offer Salary• View Job Offer 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 theOffer 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 Offer

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 Offer

Move to HR The Move to HR action is available for job offers in the Accepted state and in any subsequent

custom phase that may be configured after the Offer phase. The action is always shown forexternal candidates. If a custom phase is configured after the Offer phase and before the HRphase:

• 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 offers in the Withdrawn by Candidate or

Rejected states.

Privilege required for this action:

• Delete Candidate Job Application

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

Here are the main steps to create a job offer:

1. Initiate the creation of the job offer.2. Complete sections and fields of the job offer

Initiate the Creation of the Job OfferOnce a candidate has applied to a job requisition and the selection process has reached the desired point, use theCreate Offer action to initiate the creation of the job offer. You're brought to the Create Job Offer page where you can



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select the sections of the job offer you want to work on right now. Sections that are mandatory don't appear as anoption.

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

When and Why: This section is mandatory. Here's some important information about fields 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 fielddepending 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 offer's start date is after that termination date,the job offer represents a rehire. If the current job offer's start date is before that terminationdate, it likely represents a transfer or perhaps a second concurrent assignment.

Legal Employer

The value you select in the Legal Employer field has an impact on the fields and sectionsshown in the rest of the offer page. For instance, certain legal employers are configured 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 offer 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 fields are displayed for the new legalemployer.

Worker Type

Two worker types are available: Employee and Contingent. The value you select in theWorker Type field 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 in a given legal employer, a job offer for another job as a contingent workerin the same legal employer would be an additional assignment. On the other hand, if the newjob offer was as an employee in the same legal employer, the offer would ultimately have tocreate a new work relationship for this person.

Action

The values that you selected in the Start Date, Legal Employer, and Worker Type fields have animpact on the list of available actions. The Action list is populated once you complete the Start Date, Legal Employer, and WorkerType fields. The action that you select is used when the HR team processes their new task. Values in this field 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.



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Assignment Info: This section is mandatory. It provides information about a person's role such as business unit, job,grade, location, any position, and any flexfields on the assignment. If the candidate successfully reaches the end of therecruiting lifecycle, this will become their assignment for their new job.

If you select a position, many of the fields in the Assignment Info section get their initial values from the selectedposition. If you don't select a position, many of the fields in the Assignment Info section get their initial values from therequisition. If the requisition has a position, the offer's Position field will have the same value as the requisition. You canchange the position if needed. For details, see Create a Job Offer Based on a Position.

If you select a grade or grade ladder with or without a step, then the associated salary will get pre-filled by default in theSalary section of the job offer.

To modify assignment info, you need this privilege:

• Update Job Offers

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

The Offer Team is composed of the hiring manager, the recruiter, and collaborators. When you create a job offer, thehiring manager, recruiter, and collaborators of the job requisition's Hiring Team are copied into the Offer Team. Thehiring manager and the recruiter are the mandatory members of the Offer 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 offer aren't reflected in the Offer Team.

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

• Be named on the Offer Team or be in the hierarchy above someone on that team, or have the duty role ManageJob Offer by Recruiting Manager.

• Have the View Job Offers privilege.

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

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

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


Salary: This section is usually hidden, but your administrator may have exposed it for some or all types of externalcandidate offers. You need to select one of the available payrolls for this candidate, if it's required by the salary basisthat you plan to select in the next section of this offer flow.

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

• View Job Offer

• Update Job Offer

• View Job Offer Salary

• Update Job Offer Salary

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



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Salary Basis

The salary basis determines the period in which salary is expressed and the currency of thesalary for this job offer. You're only shown salary bases that are available within the legalemployer selected in the Assignment Info section. The element associated with the salary basis must be configured to have open eligibility. Anyeligibility limitations on the salary basis's elements may prevent smooth hiring of the candidateafter they accept the job offer. If the salary basis specifies that its frequency is "Per Payroll Period" then you will need to selecta payroll for this offer. By default the section Payroll Info is hidden, but it must be displayed andfilled in order to finish drafting the job offer. For more information, see Configuring Payroll Elements for Use in Oracle Compensation Cloud(Doc ID 1589502.1) on My Oracle Support.

Salary Amount

When you have selected a salary basis, you can enter the amount of salary the candidate willget. A three-letter code of the currency and the frequency selected as part of the salary basisare displayed. Example: USD monthly. In the Assignment Info section, if a grade or a grade ladder with or without a step is defined,then the associated salary amount will get pre-filled here. You can change this value if needed.

New Salary

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

Other Compensation: Any number of individual compensation plans can be displayed if configured, if this candidatewill be eligible for them based on the values that have already been selected for this offer. After you select the Plan andOption values, many other relevant fields are displayed to complete the compensation for this offer.

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

• View Job Offers


• View Job Offer Other Compensation

• Update Job Offer Other Compensation

Attachments: You can select files and links to associate them with the offer. These are displayed to the candidate atthe bottom of their online job offer. Candidates can read, save, and print them. When each successful job applicationis handed off to the HR Specialist, these attachments are copied into the person's Document Records, with the typeRecruiting.

Additional Info: These are flexfields that can be configured on the offer, in addition to those which can be configuredfor the assignment to show in the Assignment Info section above.

Offer Letter: The offer letter is a formal written document given by an employer to a candidate. The letter confirmsdetails of the job offer such as the job title, proposed start date, work location, salary, or other compensation.

Here's some important information about fields in the Offer Letter section.



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Offer Letter

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

Candidate Job Application Language

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

Expiration Date

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

Additional Text 1 and Text 2

You can use these fields to add any personal touches into the standard offer letter. Thecontent appears within the job offer letter, as long as the selected job offer letter template wasconfigured to display these two fields. The text you enter in these two fields appears in their own paragraphs when the offer lettertemplate is displayed for each candidate. A short amount of text can be displayed inline withinan existing paragraph of the template, as long as the text you enter into each of these fields isa single line and doesn't use the Enter key.

You can create a job offer and save it as Draft without creating an offer letter. But the offer letter must be created beforeyou can submit the job offer for approval, unless the offer lifecycle is configured in the requisition's candidate selectionprocess to bypass the Offer Extended state.

If you have the Update Candidate Job Offer Letter privilege, you have the choice of using an offer letter template oruploading a custom offer letter. For details, see Adjust an Offer Letter.

Actions Available Based on Employment ScenariosWhen you create a job offer, 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 offer and the candidate's existing work relationship. Then, when the candidate moves into the final 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 Offers page, from the Manage Job Offers 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.



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Scenario Actions to Process the Job Offer

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

Add Pending Worker

Rehire: The person has a record in theapplication, but has no active workrelationship

Add Pending Work Relationship

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

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

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

Assignment Change Promotion Transfer 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 offer aredifferent.

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 offer, 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 whoseoffer is in this scenario, more complex processing steps will be required. See Complex JobOffers: How They're Processed.



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

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

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

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

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

• Manager

• Department

• Job

• Location

• Grade Ladder

• Grade

• Probation Period

• Full Time vs. Part Time

• Regular vs. Temporary

• Assignment Category

• Working Hours (needed to calculate offer's FTE)

• Start Time and End Time

• Union, Bargaining Unit and Collective Agreement

• Mapped flexfields. Each Flexfield on a Position can be configured to associate with a Flexfield on Assignment.These values will be copied here.

If your company has configured the system-wide setting to respect the hiring status of positions, then you can onlyselect a position that you can access and that has the Approved hiring status as of the offer's start date. There is no wayto expand the list of available positions to those with other hiring status values such as Draft or Frozen.

Even after an active position has been selected, its status value is checked at the same three points in the lifecyclewhere position's headcount is already checked. When you try to take any of these three actions, if the selectedposition's hiring status value is no longer Approved as of the offer's start date, the action won't succeed:

• When submitting a job offer for approval, the offer will remain in Draft state.

• When extending a job offer to the candidate, the offer will remain in Approved state.

• When using the Move to HR action, the offer will move to the HR phase but in the state Error During Processing.



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

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

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

Changes to Synchronized Position ValuesWhen changes are made to a position's field values that are synchronized with a job offer, the offer'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 offer, even if the position'svalue in these fields gets updated.

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

• If the position is updated after the candidate might have seen their job offer, no changes to the offer fields canoccur. This means the offer's values remain unchanged regardless of position updates while the job applicationis in the state Offer - Extended or any subsequent active state. This includes the Offer phase's states Extendedand Accepted, and any active states in the HR phase or other custom phase that may be configured. Becausethe position now has slightly different values than the job offer, the HR specialist may have to reconcile anydifferences later after the hand off to HR.

• If the position is updated after the job application is no longer active, no changes to the offer fields occur. Thismeans the values in the offer's Assignment section remain unchanged regardless of position updates while thejob application is in the Offer 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 configured. However, if the job offer isredrafted, any synchronized fields will automatically be updated to match the position's values when the offer isonce again in the state Draft.

Adjust an Offer LetterYou can create consistent offer letters 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.

To adjust offer letters, you need the Update Candidate Job Offer Letter privilege and the BI Author Role which is alreadyincluded within several existing roles. With this privilege, you can update any candidate's offer letter.

Here are the main steps to adjust an offer letter:

1. Select a standard offer letter template.2. Download a standard offer letter template.



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3. Make adjustments to the offer letter.4. Upload and use the new offer letter.

Select a Standard Offer Letter TemplateWhen you're in the Offer Letter section of a job offer, select a standard template in the Offer Letter field. There might bea choice of templates for selection depending on how many your company has configured to meet its needs.

Download a Standard Offer Letter TemplateAs soon as you select a template, the Download button becomes visible. Click it to download the template and use it as astarting point to create the offer letter.

Make Adjustments to the Offer LetterUse any rich text editor such as Microsoft Word to modify the content of the offer letter. You can add, modify, andremove text, images, tokens, and formatting as needed. You may want to replace some tokens with specific text for thecandidate.

When you're done creating the offer letter, save your changes. The offer letter must be saved in .rtf format.

Depending on the way your administrator created the offer letter templates, you may see tokens or codes within the textof the offer letter. Tokens represent values. When the letter is previewed by users or viewed by the candidate, tokensare replaced by specific information about the job offer. You may also see codes like the letter "C" at the beginning ofsentences or sections, and the letters "EC" at the end. These represent conditions, indicating that the enclosed text mayor may not display to this specific candidate, depending on the values in their offer.

If you remove any tokens while you're adjusting this offer letter, the letter will no longer include the corresponding valuefrom that candidate's offer. For instance, if the offer letter template includes the token "START_DATE", you may want toremove it and replace it by typing in the specific date when you expect the candidate to arrive for their first day of work.However, later you may need to select a new start date in the Assignment section of the Edit Offer flow. In this case, thisnew value won't be represented in the offer letter anymore; only the date which you typed into the text will continue tobe shown. You can revise the .rtf version of that offer letter again to type in the new start date. Any changes made tothis offer letter in this candidate's offer won't affect any other candidates or any other job applications.

Note: A BI Publisher plug-in isn't required to adjust offer letters.

Upload and Use the New Offer LetterIn the Offer Letter section of the job offer, add the new offer letter. In case more than one .rtf offer letter has beenuploaded, the most recent version will be used. The letter is only available to that specific candidate.

After saving the draft offer, you can see the end-result of this offer letter for this candidate with all the tokens replacedwith current information and only the appropriate conditional sections included. Use the action Preview Offer for thiscandidate's job application to see the offer as the candidate would see it (although your own privileges may affectwhether or not you can see the values of certain fields such as salary or other compensation).



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Submit a Job Offer for ApprovalWhen you're done drafting a job offer and are satisfied with its content, use the Submit action to submit the job offerfor approval.

To ensure that the approvers' time and the candidate's time isn't wasted on over-hiring, the Submit button only appearsin the Edit Offer flow 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 offer. Thisincludes the number of incumbents as of the offer's start date, plus any other candidates who have anextended or accepted job offer to become incumbents by that date.

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

• View Job Offer

• Update Job Offer

• Move Job Application

Approve a Job OfferWhen a job offer is ready to be approved, approvers receive an email notification and a worklist notification (Bell icon).The notification can contain any of the offer's fields and their values for the approver to consider. Approvers can viewthe names of any attachments which the candidate will see on their offer letter, though they can't view the content here.Approvers can click a link in the notification to view the exact offer letter that the candidate will see.

The below privileges allow users to see specific salary, other compensation, and requisition values within thenotification and to see the candidate's perspective on the offer letter itself when clicking the link in the notification.

• View Job Offer

• View Job Offer Salary

• View Job Offer Other Compensation

• View Job Requisition

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

In case the approval cycle needs to be stopped for a candidate before it reaches the last approver, the person whosubmitted the offer into approval can do the following. They can use the Move action to change the job application'sstatus to either Offer - Rejected by Employer or Offer - Withdrawn by Candidate. Alternatively, they can go to theWorklist area, find the tasks that they have initiated, and take the action Withdraw on this candidate. This will bringthe job application back into the status Offer- Draft. Also, administrators can go to the Transaction Console tool andwithdraw any pending offer from the approval cycle, as usual.



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Preview a Job OfferYou can use the Preview Offer action to see how the job offer letter appears to the candidate.

You will see:

• A simplified version of the branding matching the site where the candidate applied for the job.

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

• The offer letter with tokens resolved for the candidate and any adjustments that were made to the offer lettertemplate.

• Links for any offer attachments that the candidate is expected to review.

• Media files that were configured in the requisition to display in the offer.

You can use the Preview Offer action at any point in the offer's lifecycle to view the offer letter with its current values.This means after the job offer has been extended, declined, or even after the candidate has been hired years earlier.

Security restrictions are enforced when previewing the offer. Depending on your privileges, you might not see the joboffer salary values, for instance, or view the job offer other compensation values within that template.

Extend a Job OfferYou extend a job offer to communicate the offer to the candidate.

When the job offer is approved, use the Extend Offer action to communicate the offer to the candidate. Doing this setsthe job offer state to Extended.

Upon clicking the Extend Offer action, the following is verified:

• If there are still openings in the requisition. This prevents extending more job offers 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 offer.

• If there are still open headcounts and vacant FTE in the position as of the offer's intended start date. For details,see the topic entitled Job Offers Respect Headcount of Job Requisitions and Positions.

When a job offer gets extended, the candidate receives an email or SMS informing them of the new offer and invitingthem to view and respond to the offer.

• External candidates click the link in the invitation, which sends them a new message containing a 6-digitverification code. This allows them to access the web page displaying their job offer. It's displayed with the logoand colors of the career site where they originally applied to this job.

• Internal candidates click the link in the invitation, or click the link in the worklist notification (Bell icon) whichalso notifies them of their offer. They can also visit the Current Jobs work area to see their job offers ( Navigator> Me > Current Jobs > Job Offers).

From the extended offer page, both external and internal candidates can print the job offer, open any attachments, viewany media, and respond to the offer.



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If the external or internal candidate needs another copy of the invitation to reach the job offer, perhaps because it wasdeleted, use the Resend to Candidate action. By default, the message is exactly the same as the email or SMS sent tothe candidate the first time the job offer was extended. This action can be used as many times as needed when the joboffer is in the Extended state.

Bypass Extending a Job OfferYour administrator can configure the candidate selection process for any requisition to bypass extending offers tocandidates. Every candidate on these requisitions will need to move from Offer - Approved directly to Offer-Accepted.

As soon as an offer reaches the Approved state, you can tell the candidate about the offer. You can't move the offer intothe Extended state. If the candidate tells you that they decline the offer, use the Move action to change the offer statusto Offer - Withdrawn by Candidate. If the candidate tells you that they accept the offer, use the Accept Offer action.

Standard offer extended capabilities are skipped. Here's what it means for candidates:

• The candidates don't receive any automated notification informing them that an offer was extended.

• The candidates can't see their offer before responding to it.

• The candidates tell someone on the Offer Team whether they accept or decline the offer.

• The candidates don't receive a notification confirming that their response was received.

Also note that:

• It's optional to provide an offer letter when the offer is being drafted. If an offer letter was selected, you canpreview it. You can also print the offer letter and give it to the candidate if desired. If the candidate tells theOffer Team that they accept the offer, the PDF of the offer letter is copied into the candidate's DocumentRecords as soon as that acceptance is recorded.

• The Resend Offer action isn't available because no offer invitation was sent in the first place.

Respond to a Job OfferWhen you extend a job offer to a candidate, the candidate responds to the offer.

Response by the CandidateThe candidate views the job offer letter online and responds themselves.

To accept a job offer, the candidate selects the Accept option. They must provide light e-signature information toconfirm their acceptance. By providing their name, the job offer state changes to Accepted. The time, date, time zone,and IP address of when this light e-signature was captured gets recorded. An acknowledgment message can be sent,which contains a link to revisit their accepted offer letter in the future. For external candidates, they will again receive a6-digit verification code to reach that offer page.

To decline a job offer, the candidate selects the Decline option. They may have the opportunity to provide textcomments or even to select a reason why they are choosing to decline the offer, if this was configured. As soon as theyconfirm this action, the job offer state changes to Withdrawn by Candidate. The candidate can no longer view this offerletter. It's possible the candidate declined because they want to negotiate possible changes to the offer with the recruiter



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or manager. If the user decides to revise the candidate's job offer and start the Offer phase lifecycle again, they can usethe Redraft Job Offer action from this state.

Offer Team Records Candidate's ResponseA recruiting user can record the candidate's response to their offer, if the candidate won't be providing it directly.

To accept the job offer, use the Accept Offer action. The response, date, time, and user name of the person capturingthe acceptance are recorded. The e-signature and IP address aren't recorded.

To decline the job offer, use the Move action and select the Withdrawn by Candidate state. The response, date, time,and user name of the person capturing the response are recorded. The e-signature and IP address are not recorded.As usual, you can enter a text comment and possibly choose from a list of reasons why the candidate is withdrawingthemselves from consideration in the job application by declining this offer.

What Happens When a Candidate Accepts a Job Offer?When a candidate accepts a job offer, the state of the job application becomes Offer - Accepted. This is the final state inthe Offer phase of the lifecycle. From there, various things can occur:

• The offer letter starts displaying any e-signature information that was configured to display after offeracceptance. This can include the full name of the candidate, the date and time that they electronically signedthe offer letter, and the IP address from which they accepted it. Alternately this can include the name of theteam member who recorded the candidate's acceptance on their behalf, if this occurred instead.

• The offer letter along with any e-signature or acceptance information is now visible in all contexts: whenthe candidate views their accepted offer, when users preview the offer letter, and in the worker's DocumentRecords.

• The Progress tab of the job application shows that this offer has been accepted, either by the candidate or bythe user.

• If auto-progression was configured to move candidates forward from the state Offer - Accepted, it occursimmediately. This can be configured to automatically move all candidates, only internals or only externals, orany subset of candidates as specified by your administrator. Immediately upon accepting the offer, candidatescan move forward into any remaining custom phase, or into the final HR phase.

• If any custom phases are configured between the offer phase and the final HR phase, then candidates canbe moved into these states. They can be progressed manually using the Move action, or an auto-progressionmight be configured to move them here instead.

• If no auto-progression and no custom phases are configured for this selection process, then:

◦ External candidates remain in Offer - Accepted, and you can move them forward as needed.

◦ 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 final 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 Offer phase, it's no longer listed on the Job Offers page inthe Hiring work area, although the job application and its Offer tab remain visible in that work area.

• 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 Offer Pending Approval. Job applications in



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Offer - Extended or later state (including the HR phase) remain untouched. You may want to manually withdrawthe job application to avoid offering another job to the same candidate.

• Recruiting users have no further influence on the job offer 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 offer becomes visible to HR specialists on their Job Offers page, from the Manage Job Offers quickaction. HR specialists, not recruiters, are now responsible for finalizing the new assignment for the acceptedcandidate and their job offer. 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 OfferYou can return a job offer to the Draft state to modify its content.

Redraft Before the Job Offer is ExtendedRedrafting a job offer can be useful if a job offer 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 offer. When a job offer isredrafted, it must go through the approval process again.

You can use the Redraft Offer action when the job offer status is:

• Offer - Approval Rejected and you judge that it's worthwhile to review the job offer.

• Offer - Approved and you discovered that changes are necessary once the job offer was approved.

When the job offer status is Offer - Pending Approval, the person who submitted the offer into approval can withdrawit from the approval cycle if needed, using the Worklist area. This moves the offer back to Offer - Draft, and no Redraftaction is required.

Redraft After the Job Offer is ExtendedYou can redraft a job offer after the candidate has seen it, if changes are needed. You create a new offer letter for thecandidate to consider it again.

There are situations where a candidate saw or accepted a job offer but something changed and you need to re-issue anew job offer letter. In these situations, you can use the Redraft Offer action. The job offer gets reset to the Draft state.You can update the job offer, get it approved again, and re-extend it to the candidate. The candidate then responds tothe revised offer.

The Redraft Offer action is available for the following phases and states:

• Offer - Extended and you first change the state to Withdrawn by Candidate or Rejected.

• Offer - Withdrawn by Candidate

• Offer - Rejected

• HR - Rejected and HR must first cancel the pending worker or work relationship.

• HR - Withdrawn by Candidate and HR must first cancel the pending worker or work relationship.

• Any custom phases configured between the Offer and HR phases, if you first change the state to Withdrawn byCandidate or Rejected.

Note: Once the job requisition is closed or canceled, the Redraft Offer action is no longer available.



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All versions of accepted job offer letters are retained on the worker's Document Records page, in the document typeRecruiting Job Offer Letters. This means that each version of the same job application's offer letter can be seen at once,if the candidate accepted an offer which was then redrafted and re-accepted. This is important because the changedvalues may be reflected in the new offer letter compared to the old offer letter, such as a new work location, start date,and e-signature date, if these fields are configured to be included.

Job Offers 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 offers, whether the position still has sufficient open headcounts and vacant FTE as of the offer'sintended start date.

Your administrator can configure the application to fully control how to manage requisitions and positions to ensureoffers don't exceed various limits.

• Communicate Job Offers Ignoring Requisition Limits: This privilege allows Recruiting users to hire morecandidates than the number of openings on the requisition.

• Number of Incumbents Validation: This setting controls whether or not a position's headcount is enforcedacross your organization. When the setting is disabled, no verification 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 Verifications DoneHere's when validations are performed in the job application's lifecycle:

• Upon Submit: A job offer 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 offer can't be submitted if the requisition doesn't have any remaining openings - unless theuser has the privilege to ignore this limit. The draft offer also can't be submitted if it has a position whichdoesn't have sufficient open headcount or sufficient vacant FTE (unless this system-wide validation isdisabled). However, if the position is configured to allow overlap, the user is informed that this candidate willbe overfilling the position as of their offer start date, but they are given the choice of continuing anyway andsubmitting the draft offer for approval.

• Upon Extend: When the user is ready to extend the job offer 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 Offer - 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 offer is in the state Extended, the candidate isn't prevented fromaccepting the offer. This is also true for the Recruiting user who accepts the offer 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 overfill a position's headcount and FTE, so these validations dooccur if the offer has a position. The move into the HR phase is always successful. However, the recruiting



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user needs the HR specialist to reconcile any issues that arose from position changes in the meantime. If theposition will already have sufficient headcount or FTE as of the offer'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 theOffer page.

Job Offer 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 first visit (the application remembers the last session language). The sessionlanguage you select defines 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 offers on the Job Offers 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 matter which language they used to apply.

When you view the details of a job offer for a candidate, a field indicates the language used by the candidate to apply forthe job. The job offer 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 Offer Team.

When you do a keyword search on the Job Offers list, the search retrieves all job offers where the word is found, that isthe job requisition title in your session language and all job offer titles in each recipient's language.

When you preview a job offer, the content of the job offer appears in the candidate job application language.

When candidates receive a job offer, they view job offers in their job application language, this includes the language ofthe actions Accept and Decline.

Job Offer FAQs

What's the difference between Extend to Candidate and Resend toCandidate?Use the Extend to Candidate action to communicate a job offer 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 offer letter and any attachments, 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 joboffer on the career site.



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How many job offers can one candidate have?A candidate can apply to multiple job requisitions and therefore have multiple job applications. When a candidateaccepts a job offer and it's handed off 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.

What happens if the candidate's exact start date isn't known whencreating a job offer?A job offer can't be drafted unless you provide a start date when drafting the job offer. This date is important forensuring that other values in the draft offer are valid and available as of that point in time. The proposed start date fieldcan't be left blank.

While the candidate is still in the Offer - Draft status, you can make changes to the start date as needed. This may meanthat other values within that offer page need to be revisited and perhaps recalculated, to ensure that they're still validand available as of that new point in time.

At any point after the Offer - Draft status, you can't change the proposed start date in the offer. This is the same as anyother information in offer fields which can only be updated during this status. If at a later date a more accurate startdate becomes available, you must determine whether or not the candidate will have to review and re-accept an updatedoffer letter.

• Your organization may find it acceptable to retain the offer letter with the light e-signature and the obsoletestart date, and not to change the offer at all, but rather to provide the new correct start date directly whilecreating the worker record or the pending worker record.

• Your organization may need to cancel the worker or pending worker transaction to regenerate a new offer lettercontaining the new start date to get the candidate's light e-signature on a corrected version of the letter.



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Chapter 14HR Specialists and Job Offers

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14 HR Specialists and Job Offers

Job Offers: How They're Processed in HRAs an HR specialist, you process the job offers of candidates after they accept the offers. 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 offers (and possibly completed any intervening phases) are shown on the Job Offers page, whichyou can access using the Manage Job Offers quick action. You can view and access the job offers depending on yoursecurity privileges.

To process these job offers, each candidate needs to get an appropriate HR assignment and possibly a new workrelationship too, based on the approved and accepted job offer. All offer values are automatically copied into thepending worker record for external candidates, and are copied into the fields in the relevant HR pages when you startprocessing offers for most internal candidates.

These job offer details contain almost all information required for the new assignment, including the compensation. Ifsome fields weren't specified in the job offer by the recruiting team or offer 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 final 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 workflow.

As an HR specialist, you can view the states of these job applications on the Job Offers page, which you can accessusing the Manage Job Offers quick action, in the My Client Groups. As you change these states to finish 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 offers in this state are awaiting an HR specialist to process them to finalize 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 flow, 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 configured, 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 configurable 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 offer.

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 configured frequency, they can use the Process Now action.

Error During Processing

When a job offer encounters a mismatch or problem in its automated processing, the offergoes into this state. Errors can occur because some information changed between the time theoffer was extended and now, for instance the work location became inactivated, or the relevantposition became filled 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 Offer page,visible to both the recruiter in the Hiring work area and the HR specialist from their offer list.If the Move to HR was executed using auto-progression, the team can still get informed aboutany error by a notification. 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 newflow is submitted 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 offer.

• For an internal candidate, it means that the HR specialist has launched the flow toexecute the appropriate action which will create the new assignment.

Processed

This is the final state where all successful candidates end up after their new assignment iscommitted 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 final successful state in the final 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 joboffer. 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 joboffer. Consequently, no new worker assignment exists for the candidate.



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External Job Offers: How They're ProcessedAn external job offer refers to the offer 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 offer details. The values in the pending work relationship are copied directly from the candidate'sapproved and accepted job offer. 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'tyet complete, it's in the status HR - Processing in Progress. After that pending worker gets converted to a worker, thenthe candidate'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 Offers.

This figure illustrates an external job offer flow.

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 Offer ProcessingThe following points describe how you as an HR specialist process external job offers as soon as they have been movedto HR:

• External job offers usually appear on your Job Offers 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 Offers list. This state change is based onscheduled process configuration.

• When you convert the pending worker or work relationship into a worker, and this transaction is submitted andapproved, the offer status automatically changes to HR - Processed. This state change is too based on the samescheduled process configuration.



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• The new status HR - Processed is also reflected 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 Offers list, but no further action isrequired. This is the final successful state in the entire recruiting process.

Exceptions in Job Offer ProcessingOne exception to the above series of steps to process external candidates is if there's some error in creating the pendingworker or pending work relationship automatically. The error may be due to a recently inactivated work location, forinstance, or the associated position suddenly being frozen or filled. In these situations, the job offer lands in status HR -Error During Processing and the Errors section displays details about the errors encountered.

After you fix 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 offer's values prefilled. Here you mustchange any field 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 offerwas drafted. For more information about processing offers in these complex situations, see Manual Job Offers: HowThey're Processed.

Resulting ActionsWhen the pending worker is created successfully, then after the standard Convert process, the candidate will be ready tobecome a worker on the projected start date. On the start date:

• You can view the person's resume in the Talent Profile.

• You can view the job offer letter in the person's document records.

• You can view the job application's cover letter and social media attachments 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.

• The person's job application Talent Profile data appears in their Skills and Qualifications (Me > Career andPerformance > Skills and Qualifications).

Internal Job Offers: How They're ProcessedAn internal job offer refers to the offer 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 offer is listed in the Job Offers page availableusing the Manage Job Offers quick action.

When recruiters originally draft a job offer, they select the appropriate Human Resources (HR) action. This HR actionis preselected based on the information available in the job offer 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 offer, 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 offer.



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This figure illustrates an internal job offer flow.

Pending Manual

Processing

Processing in Progress Processed

Error During Processing

Rejected

Withdrawn


Internal Job Offers Full line is automatedDotted line is manual



Job Offer ProcessingThe following points describe how you as an HR specialist process internal job offers:

• An internal job offer, when it's moved to the HR phase after the candidate accepts it, needs to be processedby the HR specialists. You can find it in the state HR - Pending Manual Processing on your Job Offers list,available from the Manage Job Offers quick action. Its prior state might have been HR - Pending AutomatedProcessing, but internal offers are soon changed to HR - Pending Manual Processing based on scheduledprocess configuration.

• First, select the action that was chosen while the offer was drafted. When you confirm your intention to processthe candidate, their job application status reflects this by changing automatically from HR - Pending ManualProcessing to HR - Processing in Progress.

• You then arrive at the appropriate HR guided process, which has field values populated from the job offer. Forexample, if you selected and confirmed the Global Transfer action, you can view the Global Transfer flow withthe offer title, assignment, salary, and all other values populated from the offer. At this stage, you may changethe populated values and add information in other fields. However, be careful when considering changes to anyinformation that was already viewed and understood by the candidate or offer 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 configured for their transaction, and nofurther action is required.

• When the transaction is submitted and approved, the offer state will soon automatically change to HR -Processed based on the scheduled process configuration.

• Internal candidates who reach the state HR - Processed remain on your Job Offers list, but no further action isrequired. This is the final successful state in the entire recruiting process.

• The new state HR - Processed is also reflected 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 Offer 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 offers in these complex situations, see Manual JobOffers: How They're Processed.

Interruptions in Job Offer ProcessingWhen you process job offers, 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 theflow without submitting. This may occur due to some mismatch with the data, or simply due to lack of time to finishreviewing all the fields. In such cases, the job application is now in status HR - Processing in Progress on the Job Offerslist, and your processing has stopped for now.

To start processing it again, after the mismatched data has been fixed or when time allows, you will still want to enterthe HR guided process with the offer values filled in advance. To restart from this point, you first 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 confirm their intention to execute that HR action again, which bringsyou right into the flow with all the offer's values filled 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 Profile.

• You can view this job offer letter in the person's document records.

• You can view this job application's cover letter and social media attachments in the person's document records.

Complex Job Offers: How They're ProcessedComplex job offer refers to the way in which the HR specialist must handle the job offer. If a current worker with acomplicated or dynamically changing job situation accepts a job offer, the HR specialist will need to take additionalsteps to complete the job application lifecycle, compared to simpler internal candidates.



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This figure illustrates a complex external job offer flow.

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 offer into the finalassignment for the candidate:

• An internal candidate currently holding more than one job receives a job offer. You need to know whether thisoffer 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 offer, or an ex-worker is offered a jobas a rehire. However, while the offer was getting created or approved, the candidate also got hired for anotherjob at the company, with a start date earlier than this offer's proposed start date. Therefore, you will need toprocess this offer for the candidate as a second job for a current worker, rather than a new job or a rehire.

• An internal candidate was offered a job that was to be treated as a routine transfer. However, by the time youare ready to process this offer, the worker has announced their intention to leave the company before thisoffer's start date. If the job offer 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 confirming 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 Offer ProcessingOffers for workers in these complex situations require HR specialists to process them differently than morestraightforward internal candidates. Processing is different in the following ways:

• Instead of launching the guided flow which was selected when the offer was drafted, you must examine thecurrent situation of the offer recipient and then decide whether to launch that action or a different action.

• Instead of seeing the values from the agreed-upon job offer being pre-populated into the relevant fields of theselected guided flow, you must manually enter the right value into each field in the new record.



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• Instead of seeing an updated job application state after the new assignment is submitted, you must move thestate to HR - Processed themselves.

The steps to process these complex offers are as follows:

• When a complex job offer is moved to the HR phase after accepted by the candidate, it appears in the state HR- Pending Manual Processing on your Job Offers list, available from the Manage Job Offers 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 configuration.

• First, select the action that was chosen while the offer was drafted. When you confirm your intention to processthe candidate, their job application status reflects 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 offer, 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 flow 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 offer.

• Within the guided flow for that action, you must manually enter all relevant information from the job offer intothe fields of the HR action page you selected. Unlike other types of job offer processing, the field values are notpopulated already with the agreed-upon values from the offer's assignment, salary, compensation, or othersections. So you should be careful about information that was already viewed and understood in the job offerwhile you copy each field's value into the HR flow 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 committed to HR. You must use the action Move toProcessed in order to change their state to HR - Processed.

• Complex job offers that have been moved into the state HR - Processed remain on the Job Offers list, but nofurther action is required. This is the final successful state in the entire recruiting process.

• The new state HR - Processed is also reflected in the job application in the Hiring work area, indicating toRecruiting users that the overall candidate lifecycle is complete.

Unsuccessful Job Offers: 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 offer and was moved to the HR phase.

Error During ProcessingThe HR - Error During Processing status indicates that a problem must be fixed before the job offer 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 offer details page,the Errors section contains details of the situation. For example, the offer's promised work location may have beenrecently inactivated, or the offer's associated position may have recently become frozen or filled.

After you have resolved the situation causing the error, you can try again to progress the candidate forward through thelifecycle. If the action encounters additional errors, an error message will appear and the state will remain Error DuringProcessing.



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If the action is successful for an external candidate, then a pending worker will be created and the state will becomeProcessing in Progress until the new pending worker is converted. If the action is successful for an internal worker, thestate will become Processing in Progress until the new flow is submitted and approved.

After either of those events happen, the status will soon change to the final state HR - Processed based on thescheduled process configuration.

Approver Rejects a Job ApplicationIf an approval cycle is configured for the HR action related to a job offer, an approver may decide to reject the newassignment which was created based upon the offer assignment. In this scenario, the candidate has accepted a jobbut doesn't yet have a new assignment. The recruiting requisition believes that the hire has been made; and the jobapplication remains indefinitely in the inaccurate HR - Processing in Progress status.

You can select the Return To Manual Processing action to change the job application status to HR - Pending ManualProcessing. In this state, you must decide whether to start processing the HR action again in consultation with theapprover or manually select the Reject action. You can do this for internal and external candidates, including manual joboffer situations.

Decision to Withdraw or Reject a Job ApplicationA candidate may decide later to reject the previously accepted job offer, or may be a no-show, or the employer maydecide to not hire for a job offer. As an HR specialist, you must handle these decisions appropriately depending on thecurrent state of the job application.

• If the decision is made before you begin 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 while 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 offer, 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 assignment. For most job offers, this automatically updates the job application state to Withdrawn byCandidate, based on the scheduled process configuration. For manual job offers, you must first cancel theassociated HR assignment, and then manually update the state on your Job Offers page to Withdrawn byCandidate or Rejected.

Reverse the Rejection or Withdrawal of Job ApplicationAs an HR specialist, you may incorrectly withdraw or reject a job application. To reverse this incorrect decision, youneed to find the job application in the state Withdrawn by Candidate or Rejected on the Job Offers page, under theManage Job Offers quick action. Select the action Return to Manual Processing for the job application so that the statechanges to HR - Pending Manual Processing. From this state, you can now start processing the job application againby executing the preselected HR action. You can do this for internal and external candidates, including manual job offersituations.

Offer Mistakenly Moved to Processing in ProgressOccasionally, as an HR specialist, you execute an action to move a candidate into the Processing In Progress state butyou then must cancel the flow. This may occur due to some mismatch with the data, or simply due to lack of time tofinish reviewing all the fields. When that occurs, the job application will remain incorrectly in the state Processing In



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Progress, even though nobody is processing it anymore. To fully complete the hiring process, this candidate's offer mustbe processed and submitted without interruption.

So in this case, you must select the Return to Manual Processing action, which moves the job application to the statePending Manual Processing. From there, you can reexecute the action which brings the candidate back into Processingin Progress once again. You will see all the offer values prefilled as before, and you can finish the guided process.

Offer Must Be RedraftedAll values agreed upon in the offer assignment will be transferred into the worker's new assignment. Howeversometimes the business situation changes unexpectedly. If this requires a different start date or work location, forinstance, then the adjustment can be made directly on the HR pages by updating those values as the pending workeris being converted or as the new assignment is being created. If a new signed offer letter is required to track thesesignificant changes, then the offer itself must be redrafted.

To allow a candidate's offer to be redrafted, you must inactivate it first. This means moving it into the status HR -Withdrawn by Candidate or HR - Rejected, which can usually be achieved automatically by canceling any PendingWorker or Worker that has already been created for this candidate. From here recruiters on the Offer Team can accessthis job application in the Hiring work area, to execute the Redraft Offer action. This brings the candidate back into thestate Offer - Draft where they can make the necessary changes.


Chapter 15Notifications and Interactions

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15 Notifications and Interactions

Notifications Sent Automatically During the CandidateSelection ProcessNotifications can automatically be sent to candidates, recruiters, and hiring managers at specific points in the candidateselection process.

You can view notifications that were sent and the content of those notifications 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 NotificationsCandidates can automatically receive notifications throughout the candidate selection process to be kept informed oftheir progress. Candidates can receive notifications when their job applications enter or exit a phase in the candidateselection process or are moved to a specific state within a phase.

Recruiter and Hiring Manager NotificationsRecruiters and hiring managers can receive a notification informing them that there are job applications to be reviewed.They can receive a review notification when job applications enter or exit a phase in the candidate selection processor are moved to a specific state within a phase. The review notification is sent once per day if there are new jobapplications in the configured phase and state combination.

Send Messages to CandidatesYou can send messages to candidates using preconfigured email or SMS templates or by creating emails or SMS fromscratch.

You can send messages from the Candidate Search page, from a list of job applications and prospects, and from withina 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 notifications are available. In the requisition context, the list of templates available forselection may be further refined depending on the contextualization defined 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 features areavailable to format the email text, while only plain text can be used to author SMS text. You can also usetokens.

◦ 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 profile, candidate job application, prospect, candidate pool). By default, theinteractions list is filtered to the current candidate context, for example, the current job application or candidate profile.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 configured by your administrator.

If SMS Communications isn't configured, users receive emails.

If SMS Communications is configured, the following rules apply.

• If the email and SMS content is defined in the content library, candidates receive the messages according totheir preference.

◦ If candidates use phone when applying for a job for the first time, they will continue to receive SMS.

◦ If candidates use email when applying for a job for the first 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 profile, 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 profile, candidate job application, or prospect record, the note is recorded differently:

• When you add an interaction note in a candidate profile, the note is recorded in the candidate profile, in thecontext of the candidate profile.

• When you add an interaction note in a candidate profile as part of a candidate pool, the note is recorded in thecandidate profile, 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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Chapter 16Current Jobs

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16 Current Jobs

Current Jobs Work AreaThe Current Jobs functionality provides you a tool to search jobs within your company, to apply for jobs, to see thestatus of your job search, to refer someone for a job.

From the Current Jobs page, you can search for jobs and 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 submitted, 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 Offers: See any job offers that are currently pending your response that have been extended to you. Youcan accept or decline these here. Also you can see any job offers that you previously accepted.

• Job Alerts: Subscribe to receive alerts about new job opportunities notifications. Set your job preferencesregarding organizations, locations, and job families.

Search for Internal JobsYou use the Current Jobs functionality to search jobs within your company.

You can search for jobs based on the job title, the organization, the location, or other keywords. The list of jobs matchingthe search criteria appears on the Jobs page. Search results are limited to 500 jobs. A default 25 mile radius is applied tothe location. This helps you to see more jobs in your area. You can adjust the radius value by clicking the "Search Radius25 Miles" link that appears inside the Location menu. You can also remove the value by clicking Clear.

On the job results page, click the job title to review the job details and apply for the job. The process to apply for a jobis quick and straightforward. You have the opportunity to review your skills and qualifications, provide any updatesif needed, answer any job application questions, attach 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.

Here are other actions you can do from the search results page:

• 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 attach a resumeon their behalf. The candidate is sent an invite to apply to the job.


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• Copy the link: Copies the link to your clipboard.