Applicant Tracking System Job Aids. Prepared by:

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1 Applicant Tracking System Job Aids Prepared by:

2 Contents System Navigation and My Setup Information for Users... 1 Creating Requisitions... 4 Duplicating Requisitions... 6 Requesting an Approval... 7 Viewing and Filtering Requisitions... 8 Viewing and Filtering Candidate Lists Viewing Candidate Files Performing Actions on Candidates Moving Candidates in the Candidate Selection Workflow (CSW) Using Shortcut Buttons Reverting a Candidate Rejecting a Candidate... 19

3 Taleo University Job Aids System Navigation and My Setup Information for Users 1. Access the training database by opening a Browser and entering the URL gatech.taleo.net 2. Enter your username and password provided to you. 3. Click the Sign In button. 4. Notice you have access to the Recruiting and Reporting and Analytics products only. If your user type has permission, you may see additional products in this list. 5. Next, you will access the Recruiting Center. Click the Recruiting link. 6. Result: The Recruiting Center Home Page appears. You will explore some options in this area. 7. In addition to the main menu at the top of the page, you can navigate to different areas of the application from each Channel. For example, Locate the Requisitions Channel. Click the Requisitions Channel title. 8. Result: The Requisitions page displays. Notice Requisitions is listed at the top of the page. Each screen throughout the system is labeled here to easily identify the area in which you are working. 9. Locate the Quick Filters in the left pane. Most screens that display a list will also include Quick Filters to help narrow down the list. 10. Now return to the Home Page. Click the Recruiting menu. 11. Channels can also be minimized. For example, locate the Tasks Channel. Click the Minimize button.

4 12. Click the Maximize button. 13. Locate the Show information for filter to the right of the Welcome user header. Click the Show Information for list. 14. Click the Main Group list item. 15. Result: The screen automatically refreshes with information for the entire group. 16. Locate the right pane. Click each of the icons on the right pane to identify the tools. 17. Click the Hide the Right Pane button. 18. Result: Your right pane collapses but you can still access the tools. 19. Next, you will explore the main menu links at the top of the page. Click the following links: Tasks, Requisitions, Candidates, and Offers. 20. View the options under the Libraries menu. Click the Libraries menu. 21. Press the [Esc] key to remove the menu. Note: You can also click a blank area of the page to remove the menu. 22. Next, you will explore My Setup in the upper right corner of the page. Click on the Resources link Click the My Setup link. 23. Result: You arrive at the My Setup page in view mode. Taleo Corp Page 2

5 24. Most input pages in Taleo 10 have a View mode and Edit mode. You must be in Edit mode to make any changes to the information. Click the Edit button. 25. Notice you can now enter values in the fields. Now, return to View mode. Click the Cancel button. 26. Adjust the appearance of this screen by hiding the left pane. Click the Hide Left Pane button. 27. Click the Show Left Pane button. 28. Anytime you view an individual screen (Candidate, Requisition, My Setup, etc.), the main menu will be hidden below the logo. Pointing to this area will reveal the menu again. Point to the line below the logo. 29. Return to the Home Page. Note: You can also use the Home link in the upper right of the screen to return to the Home Page. Click the Recruiting menu. 30. Return to display your own information. Click the Show Information For list. 31. Click the I own list item. Taleo Corp Confidential: For distribution to authorized Training Participants Page 3

6 Creating Requisitions 1. From the Home Page, locate the Requisitions Channel. Click the Create Requisition... button. 2. Enter the name of the Job Template you wish to use or click on the Selector button to locate the template required. 3. Note: The system will use the text that you type to suggest valid entries. Click the appropriate list item. 4. Repeat the process with the Department field. 5. Click the Next button. 6. The organization-location-job field structure selection may already be filled in from the template. You can complete the missing elements as necessary. 7. Note: You can add additional locations using the Add Locations button. 8. You are ready to create the requisition and make final edits. Click the Create button. 9. Result: The requisition file is displayed in Edit mode. 10. Many of the fields have been populated from the template. You can now complete the requisition by completing the remaining fields. Notice the mandatory fields are marked with an asterisk (*). 11. As well as using the page scroll bar, you can use the Requisition Table of Contents menu to navigate to a different section. Click the Requisition menu. 12. Click the appropriate list item. 13. You can see which mandatory fields are still incomplete. In the upper right corner of the page, locate the Show fields required to: list. It currently displays Save. Click the Show fields required to: list. Taleo Corp Page 4

7 14. Click the Diagnostic Tool... list item. 15. Result: The Diagnostic Tool opens. It will either indicate that there are fields to complete or that the requisition is ready for Save, Request Approval and Post. 16. Locate the Show/Hide button in the upper left corner of the right frame. Collapse the right pane. Click the Show/Hide button. 17. Click the Save and Close button. 18. Result: The Requisition file is now saved and displays in View mode. Fields that were left empty in Edit mode do not display in View mode. 19. Locate the left pane. Notice the Status of the requisition is Draft. 20. Click the Up to the Requisition List button. 21. Verify that your requisition is now on the list. 22. Return to the Home Page. Click the Recruiting menu. 23. Locate the Draft link on the Requisitions Channel. The number associated with this link will have been increased by 1. Taleo Corp Confidential: For distribution to authorized Training Participants Page 5

8 Duplicating Requisitions 1. Start from the Home Page. Click the Requisitions link. 2. Click the requisition title link. 3. Locate the Action bar at the top of the page. Click the Duplicate button. 4. Notice the title at the top of the page now says New Requisition. 5. Review the requisition details and amend as necessary. 6. Click the Save and Close button. 7. Click the Up to the Requisition List button. 8. Notice that the status listed for your duplicated requisition is Draft and will need approving. Taleo Corp Page 6

9 Requesting an Approval 1. Start from the Requisitions List. Locate the requisition that requires approving. Click the Title link for your requisition. 2. Click the More Actions menu. 3. Click the Request Approval... list item. 4. If you have defined Frequent Approvers in My Setup, these are already listed for you with a default Decision status of Pending. You can remove and add different approvers, if required. 5. Add comments as necessary. For example 'Please Approve'. 6. Click the Done button. 7. The requisition status should now be Pending/To Be Approved. 8. Click the Approvals tab. 9. The Approvals tab is where you can track the approval activity. You can also perform other approval tasks, such as 'Amend Approval Path' and 'Send Reminder'. 10. Click the Up to the Requisition List button. Taleo Corp Confidential: For distribution to authorized Training Participants Page 7

10 Viewing and Filtering Requisitions 1. Start from the Requisitions List. Notice the columns that are displayed in the default list. Place your cursor over the column for the tooltip if needed. 2. You can use Quick Filters to filter the list. Locate the Quick Filters area on the left pane. Click the Show requisitions for list. 3. To view all the requisitions that are in the Main Group. Click the Main Group list item. 4. Click any column to sort in ascending order. Click the same column again to sort in descending order. 5. Use the Quick Filters to show/hide requisitions that are in certain statuses. Select the box before the Open item. 6. Notice that only requisitions with the status Open are now showing. Although hidden by default, you can view requisitions in inactive statuses such as Filled and Cancelled. 7. Locate the Quick Filters. Select the box before the Show all requisitions item. 8. Result: The status list expands to include requisitions in Canceled and Filled statuses. 9. You can narrow your list further by using the other options on the Quick Filters pane. 10. The system will use the text that you type to suggest valid entries. Click the appropriate list item. Taleo Corp Page 8

11 11. Locate the Advanced Filters button at the bottom of the left pane. Click the Advanced Filters button. 12. From the Available Criteria list, locate required parameter (e.g. Hiring Manager). Click the Hiring Manager list item. 13. Enter the required text into the field. 14. Use the Autosuggest option to select the required manager. 15. Click the Add button. 16. Notice the criterion is now listed under Selected Criteria. Click the Done button. 17. In the list view, the Selected Criteria now displays above the list. You can remove the criteria you just added. Click the Remove this criteria (cross) button. 18. You can also remove the Quick Filters area. Click the Reset button. 19. You can change the columns that display on your list. Note: Although you can drag and drop columns to adjust your list, these changes are not saved for the next Taleo Corp Confidential: For distribution to authorized Training Participants Page 9

12 time you log in. You can use the List Format feature to set up your ongoing preferred list view. 20. Locate the List Format button on the upper right of your list. Click the List Format button. 21. Administrators can program up to six list formats from which to choose. You also have the option to create your own. Click the appropriate option. 22. Click the Apply button. 23. Notice you list of columns has now changed. Taleo Corp Page 10

13 Viewing and Filtering Candidate Lists 1. Locate the main menu. Click the Requisitions link. 2. Locate the requisition that contains the candidate list you wish to view. Click the Number of Candidates link. 3. You may click a column to sort by that column (click twice to sort in descending order). For example... Click the Assets column. 4. Locate the Quick Filters on the left pane. Use as necessary to filter the list of candidates (e.g. only those that 'Meet the Criteria'). 5. You can also use the Reset button to easily return to the default filters. 6.. You can also change which columns to display Locate the button in the upper right of the page that allows you to select list formats. Click the List Format button. 7. Notice you have some pre-programmed formats from which you can choose. You also have an area where you can build your own format. Click the appropriate option. 8. Click the Apply button. 9. You now have different columns showing on the list. 10. Mouse over any icons appearing in the list and read the tooltips. Taleo Corp Confidential: For distribution to authorized Training Participants Page 11

14 Viewing Candidate Files 1. Start from the Candidate List for your chosen requisition. Click the Candidate Name link. 2. You can view some of the information completed for the Job Submission. Click the Job Submission tab. 3. To locate a specific section on the file... Click the Job Submission (drop down arrow) menu. 4. Click the required link. 5. Locate the field (in the Candidate Personal Information section). Mouse over the address and note this active link can be used to send the candidate an message using your default program. Note: messages sent without using the Correspondence manager in Taleo are not tracked in the Candidate's history. 6. Locate the tabs at the top of the page. Use these to view additional information about the candidate's job submission. 7. Locate the left pane. Here you can view a summary of the candidate's job submission. 8. You can also view the candidate's General Profile. 9. Locate the Candidate Card (Candidate Submission) on the upper left pane. Click the corner of the Candidate Submission to flip the card. 10. Result: The General Profile, rather than the Job Submission, is displayed. Locate the General Profile tab. Taleo Corp Page 12

15 11. You can navigate the General Profile in the same way as the Job Submission. 12. Notice the different sections and layout of the Profile. Click the x button to close the menu or click away from the menu. Taleo Corp Confidential: For distribution to authorized Training Participants Page 13

16 Performing Actions on Candidates 1. Start from the Candidate File for your candidate. 2. Locate the Action Bar. Select the appropriate action from the icons on the bar or click the More Actions menu. The following example shows how to send correspondence to the candidate. Click the More Actions menu. 3. Choose the appropriate action you wish to perform. For example... Click the Send Correspondence... list item. 4. You can create from scratch or from a template. Select the From Scratch option. 5. Click the Next button. 6. Note: You can type the required message and other required information. You may also preview the correspondence by clicking Preview button. Click the Send button. 7. The correspondence will now be listed as an active link on the History tab. Perform other actions as required. Taleo Corp Page 14

17 Moving Candidates in the Candidate Selection Workflow (CSW) 1. Start from the Requisitions List. Locate the required requisition. Click the Number of Candidates link. 2. Result: Your Candidate List displays with the Selection Workflow filter in the left pane showing All candidates. 3. Locate the candidate you need to move 4. Next you will change the Status of this candidate within their current step. Select the box before the Candidate item. 5. Click the More Actions menu. 6. Click the Change Step/status... list item. 7. Review the default options on the screen. If the New Step menu is grayed out and cannot be modified it indicates the candidate is not at the 'completion status' and cannot be moved to the next step. The New Status menu suggests the next logical status. 8. Ensure the Status you wish to move the candidate to is showing. Click the Save and Close button. 9. You can isolate the candidates in any part of the Selection Workflow. Locate the Selection Workflow filter on the left pane. Click on the Step entry you wish to isolate (e.g. New Candidate). 10. Notice the Selection Workflow filter now displays the Step at the top followed by the Statuses for that Step. 11. You can also isolate candidates at any status with a step (e.g. Route to Manager). 12. You can move the candidate through the hiring process within their candidate file. Taleo Corp Confidential: For distribution to authorized Training Participants Page 15

18 Click the Candidate link. 13. Notice the candidate's current step and status is recorded on the summary pane (left of screen). In addition you can track the changes via the History tab. Click the More Actions menu. 14. Click the Change Step/status... list item. 15. Review the default settings and change the Step and Status options as necessary. 16. Click the Save and Close button. 17. Click the Up to the candidate list button. 18. Locate the Selection Workflow filter. You can navigate to another step/status using the structure view. Click the View the workflow structure button. 19. This view provides a view of the complete selection workflow structure. Click the appropriate link. 20. To clear the existing filter from the Selection Workflow filters. Click the Clear this selection (cross) button. Taleo Corp Page 16

19 Using Shortcut Buttons 1. Locate the Selection Workflow filter to isolate a specific step (e.g. Manager Review). Click the appropriate list item. 2. Result: Only the candidates that are in the step selected will display. From here you can perform the Change Step/status action using Shortcut buttons. 3. Locate the candidate you need to move. Select the box before the Candidate Name item. 4. Locate the Shortcut buttons on the Action bar. Use the Green Checkmark to move the candidate to the completion status within their current step (ready to be moved to the next step). Use the No Entry icon to reject the candidate. Use the Blue Checkmark(s) to move the candidate to the next step in the hiring process. 5. Whichever action you need to choose the result will show the candidate's new step and status combination. These shortcut buttons can also be used directly within the candidate's file. Taleo Corp Confidential: For distribution to authorized Training Participants Page 17

20 Reverting a Candidate 1. Start at the candidate list for the relevant requisition. Select the box before the candidate you need to revert. 2. Click the More Actions list. 3. Click the Revert... list item. 4. Notice the window lists what Step and Status to which the candidate will be reverted. Enter appropriate comments. 5. Click the Save and Close button. Taleo Corp Page 18

21 Rejecting a Candidate 1. Start at the candidate list for the requisition that contains the candidate you need to reject. Select the box before the relevant candidate. 2. Click the More Actions menu. 3. Click the Change Status/step... list item. 4. If necessary, click the New Status list and click the Rejected list item. 5. Scroll down to the Details or Disposition area. Select the box before the relevant item. 6. Click the Save and Close button. 7. Result: The candidate is still in the step they were rejected from, but the status had changed to Rejected. Taleo Corp Confidential: For distribution to authorized Training Participants Page 19

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