Taleo Enterprise Edition
Contents
1. The list of tasks displayed in the Onboarding WebTop page reflects all tasks that were assigned to you To obtain details regarding a task click the name of the task U You can create tasks but tasks you create will only be assigned to yourself See Creating a Task on page 2 7 Below is a description ot the Task List columns Date when the task must be completed Reference Displays Onboarding Process when the task is created from an onboarding process Displays a dash when the task is a selt assigned task Level of priority tor the task Low Medium High Status Status of the task Available statuses are e Completed The task was completed with success e In Progress The task is in the process of being completed e Not Started The task has not started yet Owned by Owner ot the process who initiated the task except for selt assigned tasks Possible actions to be pertormed Refine By The intormation displayed in the Task List section varies according to what you select trom the Refine by list You can choose trom My Opened Tasks Displays opened tasks assigned to me My Tasks Displays tasks assigned to me Displays my tasks due next week Due Today Displays my tasks due today Displays my tasks that are overdue Kenner Searches for a task using a keyword searches through the columns Name Reference and Owned by CONFIDENTIAL INFORMATION Page 2 3 Taleo Onboarding User Manual Chapter2. Taleo X Talent Drives Performance Taleo Enterprise Edition Taleo Onboarding User Manual Version 7 5 January 2009 Contidential Information It shall be agreed by the recipient of the document hereafter referred to as the other party that con fidential information disclosed by Taleo through its documents shall be retained in contidence by the other party and its respective employees affiliates and or subsidiaries pursuant to the following terms and conditions For the purpose herein the term Contidential Information shall mean the following i Any intormation know how data process technique design drawing program tormula or test data work in process business plan sales suppliers customer employee investor or business information contained in a document whether in written graphic or electronic form or ii Any document diagram or drawing which is either conspicuously marked as Contidential known or reasonably known by the other party to be contidential or is of a proprietary nature and is learned or disclosed in the course of discussions demonstrations or other collaboration under taken between the parties 2009 Taleo Corporation Do not reproduce without the written permission of Taleo Corporation Introduction 1 About Taleo Onboarding 2 Symbols Used in the Manual 3 Pop Up Blockers 4 Navigating from the Staffing WebTop Manager WebTop to Onboarding 4 Information Transfer B
3. it communicates back to the E Verity system that the case is finished To close a case manually l 2 Click the name ot the new hire The New Hire page opens In the E Verify section in the drop down select a closure code option Click Close Selt Terminated An employee quits or is terminated for reasons unrelated to employment eligibility status while the veritication query is IN process Invalid Query It is useful for the task assignee to inform E Verity that they no longer need to pursue this case because for instance a duplicate query was discovered after the query was sent or a query was sent with incorrect data Resolved Unauthorized A employment is not authorized SSA Final Non Terminated Confirmation DHS Final Non Confirmation or DHS No Show or when a Tentative Non Confirmation response is uncontested AND employment is terminated Resolved Authorized An employee is authorized Employee Not Terminated To notity the DHS that you are not terminating an employee who received a SSA Final Non Contirmation DHS Final Non Contirmation or DHS No Show response or who is not contesting a Tentative Non Contirmation response There is currently no way to choose a closure code option to be used by the System task which closes the case automatically with E Verity but there will be enhancements made to support this situation in the tuture CONFIDENTIAL INFORMATION Page 2 15 Taleo Onboarding User Manual Accessing the Ne
4. would have to click Complete to indicate he did make the telephone call Then the progress can move forward and the progression bar increases accordingly l 2 In the Onboarding WebTop page click a task in the Task List The Task page opens Click Complete Executing a Task Filling in Forms The action Execute is specifically available for tasks with user defined forms Every task completion moves the progression bar forward including Send Correspondence tasks that are automatically completed when the time comes See Progression Bar on page 2 5 l In the Onboarding WebTop page click the Execute link corresponding to the task you wish to execute Provide the requested information Click Save as draft if you wish to save the information you provided the information is saved in the system not in the user file and the task is still In Progress It is possible to save the information even it mandatory fields were not completed Click Submit when the information you provided is final the information is saved in the user file and the task become Completed It mandatory fields are not completed an error message will appear usa Once a task has been submitted it cannot be modified anymore although the form j it generated can be viewed and printed CONFIDENTIAL INFORMATION Page 2 8 Taleo Onboarding User Manual Chapter 2 Using Onboarding Accessing a Completed Form Accessing a completed form allows y
5. 2 Using Onboarding Onboarding Processes The Onboarding Processes section shows you the list of all active onboarding processes to which you have access to It you click the name of a new hire in the New Hire column you access the New Hire page See Accessing the New Hire Page on page 2 16 Below is a description of the Onboarding Processes columns New Hire Name ot the new hire associated with the process Click the name of the new hire to access the New Hire page See Accessing the New Hire Page on page 2 16 Job Title Job associated with the process Job Start Date Date when the process was launched Status Status of the process Available statuses are Completed The process was completed with success In Progress The process is in the process of being completed Canceled The process was ended before normal completion Not Started The process has not started yet Suspended The process was interrupted temporarily Level of completion of the process See Progression Bar on page 2 5 Retine By The information displayed in the Onboarding Processes section varies according to what you select from the Refine by list Once you clicked Refresh the results show You can choose from All Displays all onboarding processes to which have access according to my permissions Displays onboarding processes that are in progress and to which have access according to my permissions Displays onboarding proc
6. Fields Form Error Management Not Started Referral Management Form Not Started EVerify Referral Not Started Everify Close Not Started SSA Resubmittal Management Form Not Started 1 70outof7 lt lt 12 22 eVerify Star Case Number Start Date 2008357090244MU Dec 22 2008 Notes Closure Date Jan 28 2009 Status Latest Response Date Not Initiated Feb 13 2009 Page 2 16 Taleo Onboarding User Manual Chapter 2 Using Onboarding Description of the New Hire Page Send Correspondence The Correspondence Wizard allows you to write a message For more intormation see Sending a Correspondence on page 2 12 General Information The General Information section contains data such as the employee s start date the name of the manager etc Process The Process section displays the onboarding processes to which the new hire is associated who is responsible for the processes the start date of the processes and the percentage of the processes completed There are also a number of actions that you can perform if you have proper permissions The following table describes these actions Displays a static image of the process Cancels the process as well as all associated tasks Temporarily suspends the process Share Shares the process with another user Shared users become supervisors Restarts the process that was temporarily suspended Revoke Process Sharing No longer shares the process with a user CONFIDENTIA
7. L INFORMATION Start the process previously canceled at the first step again and re executes all tasks Re executes the same process definition as a new process acting on the same person and same job position requisition assignment It will retain all the New Hire s existing intormation about Onboarding without overwriting any changed values trom Recruiting into Onboarding Allows you to change the manager and recruiters intormationeven it the process is running Tasks and email correspondence are then assigned to the right person if there is a management change in the company Page 2 17 Taleo Onboarding User Manual Chapter 2 Using Onboarding Steps The Steps section shows closed steps as well all remaining onboarding steps to be completed for example completion of new hire torms phone system installation computer delivery and configuration etc and the actor person or system responsible tor completing that step for example recruiter hiring manager external system etc Below is a description of each of the Steps list columns Name Name ot the task associated with the process Click the name to access the Task page Note Routing tasks are not displayed with an hyperlink Start Date Date when the step was launched Date when the step must be completed Status Status of the step Available statuses are Completed The step was completed with success In Progress The step is in the process of bein
8. ON Page 1 8 Taleo Onboarding User Manual Chapter 1 Introduction Lists Sorting Method Lists sorting are managed by Oracle The following sorting methods are used e Binary sort e Multilingual sort Binary sort i e ordering character strings based on their binary coded values is based on the numeric values of the characters defined by the character encoding scheme Binary sort is the tastest type of sort and produces good results tor the English alphabet Accented characters and punctuation are not considered Ascending Sort blank space dash Descending Sort dash blank space Multilingual sort is used when data is available in more than one language and when data is available in a single language other than English Oracle evaluates multilingual sorts at ditterent levels of precision On the first level sort accented characters and punctuation are ignored Accented characters and punctuation are considered on the second level sort for example the words multilingual and multi lingual are considered identical during the first level sort Ascending Sort blank space dash Descending Sort dash blank space CONFIDENTIAL INFORMATION Page 1 9 Correspondence Wizard The Correspondence Wizard is used throughout Onboarding It allows you to send messages to users and new hires and to write messages using the HTML Editor No message templates are available You can only create me
9. boarding WebTop page click the process containing the task that needs to be reassigned The New Hire page opens In the Steps section click the appropriate task The Task page opens Click Reassign The Reassign a Task page opens Modity the task assignee in the corresponding field Se a a Click Save The new assignee now receives the assignment email CONFIDENTIAL INFORMATION Page 2 11 Taleo Onboarding User Manual Chapter 2 Using Onboarding Sending a Correspondence Sending a correspondence allows you to send an email to the new hire in addition to the correspondences that are sent to tasks assignees within a new hire process This tunctionality does not leverage the predetined message templates nor tokens nor roles To send the correspondence In the Onboarding WebTop page click on the desired new hire in the Onboarding Processes section Click Send correspondence The Correspondence Wizard Message Edition opens The From and To fields are pre tilled Enter recipient names in the Cc and Bcc fields if applicable Recipients in the Cc carbon copy and Bcc blind carbon copy fields also get the message however the names of the recipients in the Bcc field are not visible to other recipients Separate names with a semicolon 5 In the Subject field type the subject of the message 6 In the Content field type the message using HTML Editor options 7 Enter a reference or comments it applicable 8 Click Co
10. cument ee PDF document 7 Message ad Message template _ Correspondence t Paragraph ky Custom selection B Sa New hire contiguration a New hire portal E Va Resource administration L User defined field 8 User defined form ay Task step Pcie ono rn Routing step T Subprocess step ey Process O Wom 7 CONFIDENTIAL INFORMATION Page 1 6 Taleo Onboarding User Manual Chapter 1 Introduction Breadcrumb Trail The breadcrumb trail located at the top of each page allows you to see where you are located within Onboarding and to go back to previously viewed pages Qnboarding WebTop gt Super Annette Candidate gt Task Starting Process Notification The breadcrumb trail is only available in navigation mode it disappears when you are in editing mode Navigation Icons When information is spread across multiple pages the tollowing navigation icons are displayed Pr Goes to the previous 10 pages For example if you see 31 40 out u of 72 clicking this icon will bring you to pages 21 30 Dina Goes to the next 10 pages For example it you see 31 40 out of E 72 clicking this icon will bring you to pages 41 50 Links and Buttons Some often used links and buttons are described in the following tables Refresh Updates the information on the current page Deletes a specitic element Savel In most cases applies changes or selections you made and closes the displayed window Cancel Cancels change
11. d This does not mean that the employee is not work authorized or that the intormation provided was incorrect The employee must contact either the Social Security Administration or the Department of Homeland Security to resolve the discrepancy in order to continue employment SSA or DSH Final Non If an employee s work eligibility cannot be confirmed an Contirmation employer will receive a Final Noncontirmation response trom the Social Security Administration or the Department of Homeland Security CONFIDENTIAL INFORMATION Page 2 6 Taleo Onboarding User Manual Chapter 2 Using Onboarding Creating a Task If you have proper permissions you can create tasks and assign these tasks to yourself l i ye In the Onboarding WebTop page click Create located beside Task List The New Task page opens Provide a name and general comments for the task The Name and Code fields are mandatory Select a priority low normal or high Provide a due date using the calendar Click Save The newly created task appears in the Task List section Sending a Notitication You can send a notitication to the assignee and owner of the task to inform them that the task will be completed l In the Onboarding WebTop page click a task in the Task List The Task page opens Click Edit next to Notifications The Task Notification Editor opens Under Task Assignment Correspondence sent to assignees click Search to select the message that w
12. d automated worktlows This manual provides extensive information about Taleo Onboarding information that will help users benefit fully from the software s many features and functions CONFIDENTIAL INFORMATION Page 1 2 Taleo Onboarding User Manual Symbols Used in the Manual Information that merits particular attention A best practice to adopt CONFIDENTIAL INFORMATION A useful tip when performing a particular operation Chapter 1 Introduction Page 1 3 Taleo Onboarding User Manual Chapter 1 Introduction Pop Up Blockers Taleo advises not to use pop up blockers as they might interfere with the system Navigating trom the Staffing WebTop Manager WebTop to Onboarding Please note that as soon as you access Onboarding trom the Staffing WebTop or the Manager WebTop the session in the Staffing WebTop or the Manager WebTop is terminated Intormation Transter Between Taleo Enterprise Edition and Onboarding A subset of important candidate intormation is sent to Onboarding the first time an onboarding process is launched It afterwards candidate information is modified and the same process or another process is launched the new hire information will not be affected only a change in Start Date trom the Recruiting side is transterred automatically into Onboarding atter their original transition into the Onboarding system Contact your Taleo consultant tor more information about what specific subset of data transfe
13. es you access to the list of all Onboarding processes for which your participation was required More info Refine by My Opened Tasks w Refresh Task List greate 1 8 out of 8 lt lt lt 1 2 2 gt Name Due Date poo Priority Status ene Actions Alex s Test Aufgabe task name Dec 11 2008 High In progress Support Team ddd Low In progress Support Team dddddddd Low In progress Support Team Terme Low In progress Support Team task added fel Normal In progress Support Team test aaa Low In progress Support Team DE Y 20081111170015 Low In progress Support Team XDE 20081124095150 Low In progress Support Team 1 8 out of8 zZ 212 22 Refine by In Progress v Refresh Onboarding Processes 1 15 out of 57 lt 1234 gt gt gt New Hire Process Job Title Job Start Date Status Progression Eligibility Status pefresh a Krant Irma Automated eVerify Process rev1 CANM OFFER15 Jan 2 2005 In BR DHS Tentative Non dup1 progress 43 Confirmation Doe John EVerify Automate test mode Sep 23 1999 In BI 111771 Employment Authorized progress 29 Doe Jane Automated eVerify Process rev1 CANM OFFER15 Jan 2 2005 In Dim Not Initiated dup1 progress 29 Krantz Irma Automated eVerify Process rev1 ReqM Farmer Jan 2 2005 In EEEE Not Initiated dup1 progress 43 CONFIDENTIAL INFORMATION Page 2 2 Taleo Onboarding User Manual Chapter 2 Using Onboarding Task List
14. esses that were interrupted and to which Suspended ni have access according to my permissions In Progress Canceled Displays onboarding processes that were canceled and to which have access according to my permissions Disp i that leted and to which Completed isplays onboarding processes that were completed and to whic have access according to my permissions Displ i that h tart t for which the job Pre Start Date isplays onboarding processes that have started but for which the jo start date has not been reached yet CONFIDENTIAL INFORMATION Page 2 4 Taleo Onboarding User Manual Chapter 2 Using Onboarding Post Start Date Displays onboarding processes that have started but for which the Job Start Date in now in the past Delayed Displays onboarding processes that were delayed Searches for an onboarding process using a keyword searches through the columns New Hire Process and Job Title Keyword Displays onboarding processes tor New Hires which received a status E Verity Authorized indicating that employment eligibility is verified and that the case may be resolved the New Hire is authorized to work Peat Ail Displays onboarding processes tor New Hires which received a status Final indicating that employment eligibility is verified and that the case may be resolved the New Hire isn t authorized to work E Verify Noi Auth Displays onboarding processes for New Hires which received a status ion indicating that e
15. etween Taleo Enterprise Edition and Onboarding 4 Navigating through Onboarding 4 Navigation Bar 4 Quick Access 5 Recently Viewed Items 6 Breadcrumb Trail 7 Navigation Icons 7 Links and Buttons 7 Selector Windows 8 More info 8 History 8 Lists Sorting Method 9 Correspondence Wizard 10 Using Onboarding 0 Accessing Onboarding 1 Description of the Onboarding WebTop Page 2 Task List 3 Onboarding Processes 4 Progression Bar 5 Eligibility Status 6 Creating a Task 7 Sending a Notification 7 Adding a Reminder to a Task 7 Sending an Immediate Reminder 8 Completing a Manual Task 8 Executing a Task Filling in Forms 8 Accessing a Completed Form 9 Open PDF Task 9 Reassigning a Task 11 Sending a Correspondence 12 Starting an E Verify case manually 13 Possible Manual Cases 13 Closing an E Verify case manually 15 Accessing the New Hire Page 16 Description of the New Hire Page 17 Send Correspondence 17 General Information 17 Process 17 Steps 18 E Verify 18 History 18 Introduction Taleo Onboarding User Manual Chapter 1 Introduction About Taleo Onboarding Taleo Onboarding speeds up time to contribution for new employees and contractors by streamlining and automating the onboarding process while reducing excessive paperwork and improving policy and legal compliance It bridges the gap between promise and productivity with tools such as the New Hire Portal specialized correspondence tully customizable torms an
16. g completed Terminated The step was ended betore normal completion Assignees Name of the actors person or system who must perform the step Actions regarding the step that can be pertormed E Verity The E Verity section shows the details of the E Verity process to allow the user knowing where it stands This is also where a case can be started or closed manually For more information see History The History section shows all the completed activities to date The History section is used throughout the Onboarding solution It provides information such as the date and time of an event a description and details on an event as well as the actor person or system who performed the event The three last events are displayed in the History section To view more events click More For more information see History on page 1 8 CONFIDENTIAL INFORMATION Page 2 18 Taleo Onboarding User Manual Chapter 2 Using Onboarding CONFIDENTIAL INFORMATION Page 2 19
17. ill be sent to the assignee Under Task Completion Correspondence sent to owner click Search to select the message that will be sent to the owner Click Save Adding a Reminder to a Task You can configure a reminder regarding a task to send to yourself the owner of the process or the task assignee s i oY kt 2 Paa In the Onboarding WebTop page click a task in the Task List The Task page opens Click Create located beside Reminders The New Reminder page opens Specity who is the assignee Set a triggering time and unit For example 1 Day before due date Under Notification Message click Search to select the message that will be sent Click Save The reminder appears in the Reminders section CONFIDENTIAL INFORMATION Page 2 7 Taleo Onboarding User Manual Chapter 2 Using Onboarding Sending an Immediate Reminder You can send an immediate reminder tor important tasks that you don t want to miss or for tasks that are overdue l oe 5 In the Onboarding WebTop page click a task in the Task List The Task page opens Click Send Immediate Reminder located beside Reminders The New Reminder page opens Select a notitication message Click Send Completing a Manual Task Completing a manual task means that the task is considered completed even though it was not carried out For example the hiring manager might have to make a call to welcome the new hire as a task As the second step the hiring manager
18. mployment eligibility is veritied and that the case cannot be resolved for the moment Additional actions are required E Verity All Pending Displays onboarding processes with an E Verity pending status E Verity All Final Displays onboarding processes with an E Verity final status Progression Bar A process consists of a series of steps each with an assigned duration value i e the time given to execute that step Because a process may be defined with multiple worktlow paths connected by logical operators the duration value for a process is assigned by the system To calculate the duration of a process two methods are used e Ifa process consists of two branches of steps performed in parallel and that the steps in both branches must be completed the system will take the steps in both branches to calculate the duration of the process e f a process consists of two branches of steps performed in parallel but only the steps in one of the branch must be completed the system will take the longest branch i e the branch containing the most steps to calculate the duration of the process The progression bar is an approximate representation of the same duration value It gives a visual indication of how the process is progressing You can easily see how far the activity is trom being completed The progression through a process is indicated by colored blocks appearing within the bar Gray blocks indicate that the process progressed t
19. nboarding nor in the company the New Hire can stay hired and working You should record the new final status in the personnel records for the New Hire because the final status on the E Verity web site doesn t come back in Onboarding atter an additional veritication request It the new status is not a final status if it s a Tentative Non Contirmation tor instance then the manual process should be followed on the E Verity WebTop We recommend you manually attach any TNC documents to the New Hire s Onboarding process print it and keep proceeding towards a final resolution If the final status comes back as Final Non Contirmation then the New Hire should not be hired and the process should be canceled Then the process owner can update the data to match in Onboarding it this is important to the customer CONFIDENTIAL INFORMATION Page 2 14 Taleo Onboarding User Manual Chapter 2 Using Onboarding Closing an E Verity case manually In many circumstances the E Verity system will drive a case until it reaches a resolution automatically But in other situations cases can also be closed manually with a specific closure code by the WebTop users or by the task assignee Cases can be closed manually in the case where the New Hire s situation changes in the organization the E Verity system has no way to know about if For instance a New Hire might just not come back or they get terminated tor some other reasons When you close a case
20. ntinue The Correspondence Wizard Message Preview page opens 9 Review your message 10 Click Send 1 The Subject and the Reference field are tracked in the History section at the bottom of the page CONFIDENTIAL INFORMATION Page 2 12 Taleo Onboarding User Manual Chapter 2 Using Onboarding Starting an E Verity case manually It is possible to start a case manually and it can be used in many situations It can be used anytime tor a New Hire who doesn t even have the whole E Verity sub process and System tasks in their process This will send their currently known data over to E Verity web services and open a case for them Administrators then go directly into the E Verity WebTop to watch and complete the whole rest of that case s E Verify process manually it desired However there are some specitic things to know regarding a manual start Any case that is changed manually on the E Verify web site directly will no longer communicate back to the Taleo Onboarding system automatically e All further actions need to be taken manually in the E Verify web site Possible Manual Cases In certain uncommon situations it is necessary tor the process owner to perform other manual actions directly at the E Verify web site as well as within the Onboarding WebTop The following section explains these possible situations Review and Update It the status is Review and Update which is not a tinal status it means that the New Hire
21. o this point but had been canceled Green blocks indicate that the process has no in progress task that is late compared to its due date This is also represented by the percentage number below the bar m Red blocks indicate that a task is overdue CONFIDENTIAL INFORMATION Page 2 5 Taleo Onboarding User Manual Chapter 2 Using Onboarding When managing your processes in progress you will be most concerned with two values the green color indicating how much of the process has been completed successtully and the red color indicating how much the process should have been completed but has not been In the example below 42 of the tasks were completed on time and the process is on track 42 In the example below 13 of the tasks were completed but the process is late according to the planned schedule mm TT 13 Eligibility Status This columns indicates the status returned by E Verity atter their veritication process The status can either be temporary meaning that it requires additional actions or final Employment Authorized A response received trom either the Social Security Administration or the Department of Homeland Security indicating the information provided by the employer matched the information contained in the database s and work eligibility has been contirmed SSA or DSH Tentative Non The employee information was compared to Government records Contirmation and could not be contirme
22. ou to view your data and print the form if needed 1 Use the Refine By filter and select My Tasks All your tasks are displayed 2 Click the completed task associated to the form you wish to view The Task Page opens 3 Under the Related Source section the form hyperlink is displayed IF you don t see the Related Source section you may not have the appropriate permissions Contact your system administrator 4 Click the hyperlink to display the form The form shows read only data that you provided 5 Click Print it needed Open PDF Task The Open PDF task allows the task assignee to view a PDF torm with pre tilled data about the new hire It is also a first step in exporting the form out of Onboarding with Taleo Connect for storage in an external system To open a PDF task 1 In the Onboarding WebTop page click the Execute link corresponding to the task you wish to execute A popup window opens and you are asked to open the tile or save it At this point the task appears as completed and it is automatically associated to the new hire 2 Click the name of the process containing the task you just executed The New Hire page opens 3 Notice that a new section Attached Files is now displayed with your generated forms Files can also be added manually by the user by clicking Add in the Attached Files section You can delete a tile trom the list but it remains available through the Related Source link in the task If you don
23. rs Navigating through Onboarding Navigation Bar The navigation bar contains links to various pages that are available no matter what your permissions are Help Web Support About Sign out Help Access to the online help Web Support Access to online technical support Information about Onboarding To exit the application CONFIDENTIAL INFORMATION Page 1 4 Taleo Onboarding User Manual Chapter 1 Introduction Quick Access The Quick Access pane contains direct links to pages that are relevant to where you are currently located in the application and the options offered to you from this point The links offered in that pane vary according to your permissions and the context Quick Access Administration CONFIDENTIAL INFORMATION Page 1 5 Taleo Onboarding User Manual Chapter 1 Introduction Recently Viewed Items The Recently Viewed Items pane contains direct links to the last ten pages you most recently accessed according to your permissions during the current session or previous ones It can be pages where you made modifications or simply pages that you accessed without making moditications To access a recently viewed item simply click the item Below is a description of the icons that can be displayed in the Recently Viewed Items pane according to your permissions o Password policies AS Company settings Security permissions ua Product settings Roles and permissions L J Document m 7 HTML do
24. s and closes the window CONFIDENTIAL INFORMATION Page Taleo Onboarding User Manual Chapter 1 Introduction Adds an element to a list Reorders elements in a list Opens the Correspondence Wizard See Correspondence Wizard on page 1 10 Selector Windows Selector windows are used throughout Onboarding They allow you to select various elements according to where you are in the application The type of selector window single or multiple varies according to the selection type Selector windows contains filters allowing you to quickly find items in a list More into Whenever a description is available below a page title the More info link is displayed This link gives you access to contextual online help History The History section is used throughout Onboarding It is used to present useful tracking details on an element The History section contains the following intormation History Date and Time Event Details By Jan 23 2007 11 10 39 PM Task created The Task has been created Nadine Delisle Date and Time Date and time when an event occurred The event or action performed on an element Information regarding the event By The actor person or system who performed the event To obtain basic information about the actor click the actor s name The three most recent events are displayed in the History section To view a more complete listing of events click More CONFIDENTIAL INFORMATI
25. sks that you own and tasks that you have permission to see for example an HR director might have access to all tasks A task is a request for action that can be assigned to an actor person or system involved in an onboarding process including the new hire Tasks can consist of filling out missing information providing all the assets necessary to the new hire email address phone computer etc supervising the new hire etc A user with proper permissions can selt assign tasks Tasks ensure that the onboarding process goes smoothly both for the new employee and the employer The Onboarding WebTop page also provides supervisors with general information about the onboarding processes they launched or are involved in They can see the name ot the new employee this process is associated with the name of the process the job title related to the process the progression ot the process etc They can also see the intormation regarding an Employment Eligibility Verification E Verity The Onboarding WebTop used by the managers recruiters and others who own processes or tasks and who manage their progress through Onboarding is available in English French French France and German It is also from this page that administrators can access the Administration module which allows them to configure and manage various components such as correspondence permissions etc Onboarding WebTop Onboarding WebTop The Onboarding WebTop module giv
26. ssages trom scratch 1 Click Send correspondence The Correspondence Wizard Message Edition page opens 2 Fill the From and To fields Enter recipient names in the Cc and Bcc fields if applicable Recipients in the Cc carbon copy and Bcc blind carbon copy fields also get the message however the names of the recipients in the Bcc tield are not visible to other recipients Separate names with a semicolon In the Subject field type the subject of the message In the Content tield type the message using HTML Editor options Enter a reference or comments if applicable Click Continue The Correspondence Wizard Message Preview page opens Review your message Click Send a ee u Using Onboarding Taleo Onboarding User Manual Chapter 2 Using Onboarding Accessing Onboarding There are three ways to access Onboarding From the Enterprise Edition Table of Content page Select Onboarding from the product listing window e From the Manager WebTop main menu Select Onboarding processes in the main menu e Inthe Staffing WebTop trom the My WebTop page Click one of the links available in the Onboarding section Access to Onboarding depends on the user permissions granted by your system administrator CONFIDENTIAL INFORMATION Page 2 1 Taleo Onboarding User Manual Chapter 2 Using Onboarding Description of the Onboarding WebTop Page The Onboarding WebTop page provides the list of tasks assigned to you ta
27. t see the Attached Files section you may not have the appropriate permissions Contact your system administrator Exporting PDF Files PDF documents available under the Attached Files section can be exported to an external system through Taleo Connect These personalized PDF documents contain new hire s specitic intormation instead of the original variables They can be managed once they are exported for example into a document management system for reterence or long term storage There are a few things to consider regarding the export e New hire data is not intended to be stored permanently in Taleo Onboarding It should be exported or stored in external systems within one year e A user must have the permission to view and manage related documents in order to see generated tiles in the list CONFIDENTIAL INFORMATION Page 2 9 Taleo Onboarding User Manual Chapter 2 Using Onboarding e tis not possible to export individuals files When exporting through Taleo Connect all tiles displayed under the Attached Files section will be exported at once CONFIDENTIAL INFORMATION Page 2 10 Taleo Onboarding User Manual Chapter 2 Using Onboarding Reassigning a Task Reassigning a task means that you can modity the current task assignee even it the process has begun For instance if an assignee in your process is unable to complete their task or tails to do so for any reason you can reassign the task to someone else 1 In the On
28. their true status in E Verify The sequence ot the steps mentioned in the form must be followed carefully CONFIDENTIAL INFORMATION Page 2 13 Taleo Onboarding User Manual Chapter 2 Using Onboarding Additional Manual Request It the employer is still concerned even atter a Employment Authorized status is returned they may do an Additional Veritication Request However because Taleo Onboarding System task would automatically closed resolved the case they need to do this step manually by starting the case again otherwise the case will not be available tor Additional Veritication 1 Click Start in the E Verify section of the New Hire page The same status Employment Authorized will be received In this step the existing data about the New Hire is sent to E Verity to start a new case and obtain a new case number Since it is not part of the sub process nothing will automatically happen with this case Manual action is required with E Verity 2 Then log in the E Verity WebTop with the new case number The task assignee must use their own account and password 3 Now instead of manually click Submit Resolve Case click Request Additional Verification You will need to check back with the E Verity WebTop regularly until the new response is received because no communication on this new case will ever come into Taleo Onboarding Alter receiving back a status if it is still Employment Authorized then no changes need to happen in O
29. visited the SSA office and they did change their official records Now in order tor Taleo Onboarding records to match with the updated government records the changes must be made in a form 1 A Resubmittal Form task is assigned in order to update the New Hire information The sub process include a built in form today however the graphic below shows the form that will be available in the next release It is more complete clearer and accurate Since all forms can be customized we suggest you make your own moditications to the actual form available in your zone it you wish to improve it and verity that the appropriate URL is inserted in the form To access the E Verity WebTop the task assignee must use the URL received with their E Verity credentials it differs from the URL used by Taleo Onboarding web services Also the task assignee must use their own account and password Again these are different than those used by the automated Taleo tasks 2 Once logged in they must find the appropriate case number and update the data The task assignee must also update the New Hire information in Onboarding to match with E Verity but not submit the torm immediately It is important to wait for the new status trom E Verity incorporate it in the form and then submit the form If you submit the form before receiving the correct status the Onboarding process will close the New Hire s case prematurely and their status in Onboarding will not match
30. w Hire Page Chapter 2 Using Onboarding The New Hire page provides detailed intormation about the current onboarding process and steps related to a new hire Information includes step status start date due date and assignees To access the New Hire page 1 Click the name ot a new hire in the Onboarding Processes section of the Onboarding WebTop page The New Hire page opens Onboarding WebTop gt John Doe New H ire Joh n Doe Send Correspondence This page allows you to see process information related to this new hire More info General Information Details Name John Doe Home Phone Number 123 456 0987 Job Title CANM OFFER15 Process Preview Share Change User Suspend Restart Cancel Code Automated eVerify Process rev 1 dup1 Owner Job Start Date Monday December 22 2008 12 00 AM Email Address jkpunjabi taleo com Manager Jay Punjabi Name Automated eVerify Process rey 1 dup1 Return Status Code Description Invalid Citizenship Code or Citizenship Code DocType combination CONFIDENTIAL INFORMATION Confirmation Details Supervisors Jay Punjabi Status Progression In progress 29 Start Date Monday December 22 2008 Steps 1 Foutof7 55 2 12 22 Name Start Date Due Date Status Assignees Actions All 19 Related Data Form Dec 22 2008 Dec 23 2008 Completed Jay Punjabi EVerify Start Dec 22 2008 Dec 23 2008 Completed Jay Punjabi All 19 Data
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