Oracle Taleo Business Edition Cloud Service What s New in Release 15B2 October 2015
TABLE OF CONTENTS REVISION HISTORY... 3 OVERVIEW... 4 RELEASE FEATURE SUMMARY... 4 CAREERS WEBSITES... 5 Job Alerts... 5 New Mobile Enabled Careers Website Application Component... 7 Allowing Candidates To Upload Files From Dropbox... 9 PLATFORM FEATURES... 13 Status Trigger Notifications... 13 New Outlook Plugin... 17 Candidate, Contact and User Profile Images... 18 ONBOARD FEATURES... 20 Date Fields on Configurable Forms... 20 Binding Options for Check Box Fields... 21 ADDITIONAL CHANGES... 23 Zone Publish and Refresh... 23 Removal of LinkedIn Company Insider Plugin... 24 2
REVISION HISTORY This document will continue to evolve as existing sections change and new information is added. All updates are logged below, with the most recent updates at the top. Date What s Changed Notes 06 NOV 2015 New Outlook Plugin Updated plugin information including new URL for download 29 OCT 2015 Allowing Candidates To Upload Added instructions for setting up Dropbox Files from Dropbox 06 OCT 2015 Initial Document Creation 3
OVERVIEW This guide outlines the information you need to know about new or improved functionality in Oracle Taleo Business Edition Cloud Service Release 15B2. Each section includes a brief description of the feature, the steps you need to take to enable or begin using the feature, any tips or considerations that you should keep in mind, and the resources available to help you. RELEASE FEATURE SUMMARY Some of the new Release 15B2 features are automatically available to users after the upgrade and some require action from the user, the system administrator, or Oracle. The table below offers a quick view of the actions required to enable each of the Release 15B2 features. Action Required to Enable Feature Automatically Available End User Action Required Administrator Action Required Feature Careers Websites Job Alerts New Mobile Enabled Careers Website Application Component Allowing Candidates to Upload Files from Dropbox Platform Features Status Trigger Notifications New Outlook Plugin Candidate, Contact and User Profile Images Oracle Service Request Required Onboard Features Date Fields on Configurable Forms Binding Options for Check Box Fields Additional Changes Zone Publish and Refresh Removal of LinkedIn Company Insider Plugin 4
CAREERS WEBSITES With the 15B1 release this past July, we introduced a new modern Careers Website (CWS) which is fully responsive and mobile enabled. This release enhances the capabilities of this mobile enabled Careers Website so that it is more closely aligned to the features of the original CWS. Customers can now enable job alerts that allow candidates to receive email notifications when new jobs are posted that match their criteria. Additional sections on the application, such as references and certificates, are also available. Customers can also now allow candidates to use Dropbox to attach resumes and attachments to their application. For customers that have not yet set up a mobile enabled Careers Website, we encourage you to do so with this release. JOB ALERTS Job seekers visiting your Careers Websites can receive notifications when new jobs are posted that match their criteria, resulting in a better candidate experience. Jobs alerts can be enabled or disabled for each mobile enabled Careers Website. STEPS TO ENABLE JOB ALERTS 1. Select Administration, then select Customize Recruit. 2. In the Manage Mobile Enabled Careers Websites section, select Edit Settings for the Careers Website in question. 3. Scroll to the bottom of the Settings section and check the Enable Job Alerts option. 4. Once enabled, you can select an email template for the job alerts notification. A default template is assigned. 5. Click Save. Note: If you create additional mobile enabled Careers Websites, job alerts will automatically be enabled. You only need to enable job alerts for any existing mobile enabled Careers Websites. You can disable this feature at any time for any Careers Website. Once job alerts have been enabled and a job seeker has searched for a job, there is a new section on the Search Results page: Job Alert information on a mobile enabled CWS 5
Candidates click or tap the Save icon to save the current search criteria as a job alert. Customers can customize the text that appears in this box. STEPS TO CUSTOMIZE THE JOB ALERTS TEXT 1. Select Administration, then select Customize Recruit. 2. In the Customize Pages section, select Mobile Enabled Careers Website Pages. 3. In the Navigation section, edit the Job Search Results page. 4. Notice there is a new placeholder called Job Alerts. This placeholder will be present whether or not job alerts are enabled but it will only display on the Careers Website if enabled. 5. To the right of this Job Alerts placeholder, click Edit. 6. Update the text as desired and click Submit. 7. Click Save to save the Job Search Results page. There is a similar placeholder on the My Jobs page where returning candidates can view any saved job alerts. You may edit the Job Alerts placeholder on that page as well in order to customize the text. USING JOB ALERTS As previously mentioned, once a customer has enabled job alerts, job seekers will see the Job Alerts section on the search results page. Clicking or tapping on the Save icon will save the job alert. Once the candidate has applied or has returned and logged in, the My Jobs page also shows the information. There is a small Job Alerts link in the top right corner which takes the candidate to the list of job alerts. The candidate can remove the job alerts as well. 6
Job Alerts information on the My Jobs page KEY RESOURCES Please refer to the TBE 14A release notes for more information about job alerts, including information on excluded fields and non-candidates. NEW MOBILE ENABLED CAREERS WEBSITE APPLICATION COMPONENT As detailed in the 15B1 Release Notes, the new mobile enabled Careers Website (CWS) has several application components that make up the application workflow. This release introduces another application component which is used for rolling entities certificates and licenses, residence history, and references. These rolling entities allow you to gather additional information from candidates. This application component is hidden by default in all application workflows. 7
New application component for rolling entities STEPS TO ENABLE THE ROLLING ENTITIES 1. Select Administration, then select Customize Recruit. 2. In the Customize Pages section, select Mobile Enabled Careers Website Pages. 3. Edit your application workflow. 4. Unhide the workflow page entitled Other Rolling Entities (Certificates and Licenses, Residence History, References). 5. Click Save. 6. Back on the Mobile Enabled Careers Website Pages, edit the application component with the same name. 7. Unhide any fields which you would like to display on your application. 8. Save the form when you have finished. When you unhide the top field for each section, for example the Residence History field, the other fields in that section automatically unhide. You can then go back and hide the fields you won t need. You can edit each field and mark as required if needed. You can also edit the top field (Residence History, for example) and move some fields from the Added side to the left Available side and they will be removed from the page. 8
Removing a field from the rolling entity You may also edit the Step Title and Page Footnote sections on this page to customize the text that candidates will see. When you edit the main field for each section (Residence History, References, or Certificates and Licenses) you are able to set the minimum and maximum numbers of entries that candidates need to complete. In the example below, candidates would be required to complete at least 1 and up to three entries for residence history before proceeding with the application. Setting the number of entries for the rolling entities TIPS AND CONSIDERATIONS Remember that you can create versions for not only your application workflow, but for each application component. Please refer to the 15B1 Release Notes for more information about the mobile enabled CWS. ALLOWING CANDIDATES TO UPLOAD FILES FROM DROPBOX Previously, candidates were able to attach a resume or other attachments from a local drive or from Google Drive. This release introduces support for Dropbox as well, providing more opportunities for candidates to be able to provide resumes from their mobile devices. You will need to create a Dropbox app key in order to enable this feature for your candidates. 9
STEPS TO SET UP ACCESS TO DROPBOX 1. If you already have a Dropbox account, skip to Step 3. If you do not have an account, create one at https://www.dropbox.com. 2. As part of the account creation process, you can download and run the Dropbox executable if desired. Otherwise, just log in and verify your email to complete the registration process. 3. Go to https://www.dropbox.com/developers/apps. 4. Click Create app in the upper right-hand corner. 5. Click the Dropbox API radio button. 6. Click App folder for the type of access you need. 7. Enter the app name, and click Create App. 8. You are then taken to the Settings for your newly created app. Towards the bottom of this screen, enter taleo.net in the Chooser/Saver domains field, and click the Add button. 9. Copy the app key that appears in the middle of the page. 10
10. Back in Taleo Business Edition, select Administration, then select Organization. 11. Select System & Email Settings. 12. Scroll down to the Mobile Enabled Careers Website External Source Upload Settings. 13. Check the box Allow document upload from Dropbox. 14. The App Key field appears. Paste in the app key from step 9. 15. Click Save. 16. Select Administration, then select Customize Recruit. 17. In the Customize Pages section, click Mobile Enabled Careers Website Pages. 18. In the Application Components section, edit the Candidate Information page. 19. Notice that the Profile Upload section near the top now mentions Dropbox. Click Edit on the right. 20. Verify that the parsing settings for Dropbox are enabled as desired. 21. Click Submit, and then click Save to save the Candidate Information page. Note: Once you have enabled Dropbox support, the application component Requisition Specific Questions and Fields will automatically allow for Dropbox in the `Attach resume and `Attachments fields. In addition, if you have added the `Attach Resume field to the My Info page, this Dropbox setting will automatically be checked for this field as well. No action is needed unless you want to turn off Dropbox access for these fields. Now when your candidates apply, they will have an additional option to upload their resume from Dropbox: 11
Dropbox option visible to candidates when uploading a resume Once the resume has been selected, the contact information will be parsed as much as possible, saving candidates time during the application process. TIPS AND CONSIDERATIONS When working with the Mobile CWS, there are two new small enhancements in this release which improve the user and candidate experience. The first is that the Job Search URL is now listed on the Edit Settings page for the Mobile enabled CWS just as it is in the original CWS Edit Settings page. This URL can easily be copied for your intranet pages or used to quickly open your mobile CWS page. The second enhancement is that candidates can now click on the number of open positions listed on the Job Search page to quickly list all open positions without specifying any search criteria. Number displaying the open positions can be used for a quick search 12
PLATFORM FEATURES The following features apply to all users of Taleo Business Edition, unless otherwise specified. STATUS TRIGGER NOTIFICATIONS This release allows customers to set up emails and notifications that are triggered by updates to designated statuses. These emails and notifications can be directed to specified recipients, allowing for more flexibility in who gets notified and when the notifications occur throughout workflow status updates. This functionality is available for all Recruit workflows, the Employee workflows in both Onboard and Perform, and the Reviews workflow in Perform. Additional workflows will be covered in a future release. Note: No additional email templates were created for this feature. If you plan on sending notifications for status changes that did not previously send an email notification, you will first need to create the email templates under System Email Templates. STEPS TO ENABLE STATUS TRIGGER NOTIFICATIONS 1. Determine if you need to create a new email template for a status trigger notification. 2. Select Administration, then select Customize for the TBE service you wish to customize. In this example we will set up a trigger notification for an employee status change, so we can choose Customize Perform or Customize Onboard. 3. In the Customize Processes section, select the workflow which includes the status for which you want to customize an email or notification. In this example, select Employee Workflow. 4. Locate the status which should initiate a trigger and from the Action menu on the right, select Assign Notifications. In this example, we want to set up a notification when an employee is terminated, so we select Assign Notifications for the Terminated status. 13
5. If you would like an email sent upon the status change, check the email box next to the person who should receive the email, and then select the email template. 6. If you would like a notification sent, check this box. Both can be selected as well. 7. To select a specific user who is not listed on the page, click the Add button next to the Users name. To continue with the example, the Employee s Manager should receive an email using a custom system email template called Termination Notification, as well as a notification. In addition, a user who is an HR administrator named Sarah Morgan should receive an email only. 8. Click Save. 9. Back in the workflow, notice a new icon, which indicates that a trigger has been set up for this status. Now, when an employee s status is changed to Terminated, the employee s manager will be notified by email, but will also receive a notification at the top of the TBE window. 14
Notification that a status change has occurred This feature can be used to create new emails/notifications that were not present in previous releases of Taleo Business Edition, but it can also be used to change the notifications that are currently set up. For example, all requisition owners and offer approvers associated with a requisition are notified when an offer has been approved, if this notification is enabled. Now, customers can decide that only the offer approvers are notified, if desired. Some emails and notifications which were previously enabled have been backfilled into this feature, but you can update or disable any of them now. The following are the statuses with backfilled notifications: Requisition Rejected (Req Owners and Req Approvers) Feedback Submitted (Req Owners and Interviewers) Offer Approved (Offer Approvers, Offer Creator, Req Owners) Offer Rejected (Offer Approvers, Offer Creator, Req Owners) Offer Accepted (Offer Approvers, Offer Creator, Req Owners) Offer Declined (Offer Approvers, Offer Creator, Req Owners) For example, for the Recruit Offers Workflow, all requisition owners and offer approves receive an email when an offer has been approved, so you may see something like this for the offer status of Approved: 15
Example of default settings for an email notification for a status change You may wish to only email offer approvers and not all the requisition owners, so you can change the settings accordingly. Alternatively, in the last release the Requisition Hiring Manager and Requisition Recruiter fields were introduced so that you could target specific individuals for these status trigger notifications. So if you do not wish to include all requisition owners but you always want the Hiring Manager to be notified, you can now accomplish this task. Please note that for the actions listed above, you will no longer see their email assignments under System Email Templates> Assign System Templates. They have been removed from this page because they are now set up under the Assign Notifications action for each status. For example, you will no longer see the `Requisition rejected action and the assigned template on the Assign System Templates page because you now control the email template assignment and the recipients in the Requisition Workflow for the status of Rejected. Some of the notifications are still available on the System Email Template page, but also appear on the Assign Notifications page. The email templates that are controlled on the System Email Templates page will continue to be sent as in previous releases. If you enable the email and notifications on the Assign Notification page, a second email will be sent. You will see a small tool tip informing you of this so that you may not want to enable the second email. For example, the Waiting for Approval status for the Requisition Workflow is still set up on the System Email Templates page. This email is sent to each approver in sequential order. But on the Assign Notifications page for the Waiting for Approval status, you will see a small tool tip for the Requisition Approvers. If you set up an email or notification here, this will trigger an additional notification, and this email will be sent to all approvers at once. You should only enable this email or notification if you want an additional email sent. 16
Assigned Notification page for the Waiting for Approval status of the Requisition Workflow If any recipients of the email do not have access to the record, for example if you have selected specific users, you will see a notice in the History Log that the email could not be sent. Notifications are also not sent in this situation. History Log entry when an email could not be sent due to permissions If you are using Active Hire Controls, any emails sent to the unhired candidates are controlled on the Active Hire Controls page as in previous releases, not the Assigned Notifications page. This prevents duplicate emails from being sent. Any other emails/notifications set up for recipients other than candidates will still be sent upon status updates caused by active hire controls. NEW OUTLOOK PLUGIN We are pleased to introduce a new Beta version of the Outlook Plugin, which can be used by Recruit and Perform customers. The Outlook plugin has been rebuilt on newer technology, allowing compatibility with Office 2007, Office 2010, Office 2013, and Office 365 (Online version not supported). The following enhancements have been added: View the TBE My Dashboard page within Outlook, as well as the My View page Active links from the My View or My Dashboard page Allow bulk candidate creation in TBE Add multiple attachments from email to Taleo Business Edition candidate records Upload resumes to existing candidates 17
Add comments to existing candidate Add and update Taleo Business Edition contacts If you would like to try the new features, or if you are running a more current version of Outlook than is supported by the previous version, you can now download the Beta version from the Oracle Technology Network at the following location: http://www.oracle.com/technetwork/topics/cloud/downloads/taleo-2673750.html If you had previously used the Outlook Plugin, we recommend that you first uninstall it via the Control Panel. It is called Taleo Outlook Toolbar. Note: The new version of the plugin doesn t use the Outlook My View page layout. The My View page layout that is assigned to the user role is used instead for the plugin as well as Taleo Business Edition. KEY RESOURCES Please refer to the online Help for more information about the new features. You may expand the Table of Contents and review the chapter called Taleo Outlook Plugin Overview. CANDIDATE, CONTACT AND USER PROFILE IMAGES This release allows customers to upload pictures for candidates, contacts, and users. Customers can add these fields to list views to more easily identify records. Customers can allow candidates to upload their own profile images on their application, which is a common practice in Europe. The field called Profile Picture can be added to list views for candidates, contacts, and users. The same field can be added to the page layouts to allow users to be able to add pictures themselves. Taleo Business Edition users can add their own profiles by selecting My Profile from the Home tab, and then selecting Edit Picture next to the Profile Picture field. Note that if you also have Perform and Onboard and therefore you have employee records, there is an option to upload this same picture for both the User record and the Employee record. 18
Users can add their own profile picture and copy to their employee record Although not a common practice in the United States, you can also add this field to your application so that candidates can add in their own profile picture. For those customers using the original Careers Websites, the Profile Picture field should be added to the External Application page (your name may vary). For those customers using the mobile enabled Careers Websites, the field should be added to the application component called Candidate Information (again, your name may vary). Customers can control is candidates can upload images using Google Drive and Dropbox as well. 19
ONBOARD FEATURES This release allows greater flexibility when using configurable forms in Onboard activities. DATE FIELDS ON CONFIGURABLE FORMS Previously, when you selected a field on a configurable form and bound this field to a date field, only One Way: Database to Form was available. In this release, three binding options are available: One Way: Database to Form One Way: Form to Database Two Way: From/To Database These options allow for more population of data in the Employee record when employees complete their onboarding forms, which can increase the accuracy and completeness of the form data. STEPS TO ENABLE BINDING FOR DATE FIELDS 1. Edit your configurable form, and select the field on the form. 2. Choose Merge Field at the top of the window, and select who can edit the field, Employee or User. 3. Select the Binding Source of Employee fields. 4. Select a date field as the Binding Field. 5. Select a Binding Type. 6. You will also see a new Date Format drop down that allows you to specify the format that the date must be entered in on the Employee Website. 7. Mark the field as required or read-only as appropriate, and click Save. 20
The selected date format will display as a hint on the form on the Employee Website so that employees know which format is required. The two digit year format also accepts employee input with a 4 digit year. BINDING OPTIONS FOR CHECK BOX FIELDS When your form contains a check box field, you can now bind to both single and multi-select picklist fields, in addition to checkbox fields. This feature can simplify the process of creating custom fields needed to capture data from your custom forms. If you have previously set up separate custom checkbox fields to capture values on a form, such as one field for Married, one for Single, etc, you may still use these fields and your current forms. However, you can now create one picklist field, either a single picklist or a multi-select picklist, and bind the checkbox fields on your form to these fields. STEPS TO ENABLE BINDING FOR PICKLIST FIELDS 1. Edit your configurable form, and select the check box field on the form. 2. Choose Bind Merge Field at the top of the window, and select who can edit the field, Employee or User. 3. Select the Binding Source of Employee fields. 4. From the Field Type drop down, select Multi-select Picklist, or Picklist. The list of fields in the Select Binding Field drop down change according to the type you select. 5. Select the Binding Field. 21
6. Select the Binding Value for the particular check box you have selected on the form. For example, if you have the Married checkbox selected, select the value that maps to Married. 7. Select the Binding Type. If you change the binding type for one value, the binding type will change for all values mapped to the same field. 8. Mark the field as required or read-only as appropriate, and click Save. 9. Continue selecting the next check box on the form, and choose to bind to one of the remaining values. You can only bind one check box field to the same Binding Value. In the image below, after binding the first check box to Married, binding the second check box displays all the choices except Married. 10. When you have finished binding all the fields, save the form. Binding to a picklist or a multi-select picklist works the same way. The only difference is that an employee can select more than one option for a multi-select field, so your form should provide clear instructions as to how many options the employee can select. 22
ADDITIONAL CHANGES ZONE PUBLISH AND REFRESH For those customers that have purchased a staging instance of Taleo Business Edition for testing purposes, there have been some improvements to the scheduling of publishing a production zone and refreshing of this staging zone. Customers can now schedule the publishing and refreshing of their own zones. The scheduling can only take place in off-peak hours for the server on which the customer resides. By allowing customers to only schedule during these limited hours, performance for all customers on a server will not be negatively impacted. SCHEDULING A COPY OF YOUR PRODUCTION ZONE You must be set up as a Security Manager in order to follow these steps. 1. While logged into your production instance of TBE, select Administration, then select Publish Copy. The date of the last publish will display. 2. Select a date for a future publish. You will not be able to schedule one sooner than is allowed per your purchase agreement. 3. From the drop down of available times, choose a time period. 4. Click Publish Copy. 5. The copy will take place at the scheduled date and time. The user scheduling the publish of a production zone will receive an email notification when it is completed. The latest completed publication of a production zone is the one used to refresh a linked staging zone. 23
Note: Your production zone will be unavailable to users, employees, and candidates during the publish process for about 10-30 minutes. Careful consideration should be given to the selected date and time of the process. You may reschedule a publish by adding a new schedule. Any new schedule will replace the existing one. SCHEDULING A REFRESH OF YOUR STAGING ZONE You must be set up as a Security Manager in order to follow these steps. 1. While logged into your staging instance of TBE, select Administration, then select Refresh Data. 2. Select a date for a future refresh. You will not be able to schedule one sooner than is allowed per your purchase agreement. 3. From the drop down of available times, choose a time period. 4. Select whether or not to include resumes, images and attachments. 5. Click Refresh Data. 6. The refresh will take place at the scheduled date and time. The user scheduling the refresh of a staging zone will receive an email notification when it is completed. The latest completed publication of a production zone is the one used to refresh a linked staging zone. Note: Your staging zone will be unavailable to test users, test employees, and test candidates during the publish process for about 10-30 minutes. Careful consideration should be given to the selected date and time of the process. You may reschedule a refresh by adding a new schedule. Any new schedule will replace the existing one. REMOVAL OF LINKEDIN COMPANY INSIDER PLUGIN The LinkedIn Company Insider plugin, available for Recruit customers only, has been removed from this release, as LinkedIn is no longer supporting this feature. This feature has automatically been removed from your Job Search Careers Website page. No action is needed on your part. --- 24
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