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1. http v750sp8 qa rsft net serviets art core serviet Internet Manager WebTop User Manual Chapter 1 Introduction New Release Information pop up message containing new release information or other important information appears when you log in the Manager WebTop The message will only appear once per day or when a change has been made to the text displayed This feature must be activated by your system administrator When the pop up message is activated the following window appears Important Information Web Page Dialog Web Page Dialog Taleo XE weicome Q Important Information Version 7 0 New features and enhancements 2 Analytics and Reporting New solution to interactively report analyze and optimize staffing and deployment strategies Provides a single source of workforce data for complete reporting and analysis Onboarding New solution that speeds up time to contribution for new employees and contractors by streamlining and automating the onboarding process while reducing paperwork and improving policy and legal compliance Taleo Connect Client New integration product alloving Taleo clients to exchange data with Taleo product s using standard formats and to easily design implement and execute simple to complex integration processes Staffing Metrics Reporter Enhanced Universe documentation multibyte character support Universe modification new object creation Taleo
2. Provides information such as the name of the candidate the title and number of the requisition as well as the job location and organization Return to the previous page Cancel the correspondence without saving the Go to the next step in the wizard changes Print Send your email correspondence This button is Print a correspondence This button is only only displayed when your message is ready to displayed when the message is ready to be be sent sent Edit the content of the message CONFIDENTIAL INFORMATION Page 10 2 Manager WebTop User Manual Chapter 10 Correspondence Manager Creating Correspondence While Changing a Candidate s Step or Status If you are changing the step or status of multiple candidates and want to send them a message see Creating Correspondence for Multiple Candidates When Changing Their Step or Status on page 10 5 1 Display the candidate file of the candidate whose step or status you want to change and to whom you want to send correspondence Click More Actions and then click Change Status Click a new status in the to drop down list Click the check box next to Send Correspondence and then click Done The Correspondence Manager opens 5 Click the Select a message template field and then select a template Click a delivery method to select it Email e Printed Letter e Printed Fax For the printed fax a cover page can be included Th
3. Low Quartile Salary quartile 25 of people holding comparable positions in the market Indicates the salary level that is paid and below which the lowest are paid Midpoint Salary Indicates the median salary that people holding comparable positions in the market are paid High Quartile Salary quartile 25 of people holding comparable positions in the market Indicates the salary level that is paid and above which the highest are paid 20 21 22 23 24 In the Commission Description field enter commission information Then in the Package list select the package In the Relocation Amount field enter relocation expense information Then in the Package list select the package In the Stock Description field enter the quantity of stocks available Then in the Package list select the package In the Options Description field describe the options available Then in the Package list select the package In the Expense Account field enter the amount allocated for the expense account In the Car Allowance field enter the amount allocated for car expenses In the Annual Sign on and Other fields enter amounts for these bonuses In the Other Compensation field enter a description and or amount for other compensation Click Next Providing an Internal Description The fields in the Internal Description section let you control what information will be posted interna
4. To generate a new password 1 Open the candidate file 2 Verify the identity of the candidate by checking the name and phone number for example 3 Under the Resume tab click Generate New Password The Tracking tab is updated The new system generated password is temporary The candidate will only be able to use this password once at the next login The system will then force the candidate to change his her password CONFIDENTIAL INFORMATION Page 8 14 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Editing Comments in the Tracking tab It is possible to edit comments for entries appearing in the Tracking tab The icon appears if you have the permission to edit a comment To edit a comment click on the icon to open the Edit a comment window and enter a comment Once a comment is edited the comment appears in the Comments column Who edited the comment and what information was edited are not indicated The Comments option must be selected in the Tracking Event Categories window in order to see the comment icon Requesting a Screening Service Screening Services lets you attach screening documents government forms or questionnaires tests background check provided by external service providers Procedures to fill tests or questionnaires will vary from one service provider to another Candidates must follow online procedures when submitting their profiles or when filling a job applicatio
5. You cannot add remove or edit disqualification questions To apply the skills and questions model associated to this type of position click Apply Model if available Add or remove skills from the model as necessary If Apply Model is unavailable no skill model applies to this type of position To modify the default values in the Min Proficiency and Min Experience lists select Modify the minimum requirements of proficiency and experience Intermediate 1 3 years To add skills to the requisition a In the Skills section click sp CONFIDENTIAL INFORMATION Page 5 12 Manager WebTop User Manual Chapter 5 Creating a Requisition b eS When the Selector window opens you can search for a skill in the entire list but you can also limit the items displayed in the list to those that satisfy a certain criterion by making a selection in the Show field See Skill Selector on page 14 6 In the Skill Selector window click the check box next to each skill you want to add to the requisition and then click Done The skills are displayed on the Prescreening page Optional f your organization allows separate skills for internal and external candidates you can change the default value displayed in the skill s Visible by field Optional Specity if a particular skill is a requirement or an asset for the position If Modify the minimum requirements of proficiency and experience Intermediate 1 3 years was selected select
6. Manager WebTop User Manual Chapter 2 Buttons and Icons CONFIDENTIAL INFORMATION Page 2 5 Quick Reference Manager WebTop User Manual Chapter 3 Quick Reference How Do Log Into the Manager WebTop Click Manager WebTop in the TOC window The User Sign In window opens 2 Enter your user name and password and then click Sign In Forgot my Password In the User Sign In window click Forgot Your Password 2 e f your organization implemented standard security procedures you will receive an Access Code by email e f your organization implemented enhanced security procedures 3 Provide answers to security questions and then enter and confirm the new password The new password must contain both letters and numbers have at least six characters and cannot be the same as your login name 4 Click Sign In CONFIDENTIAL INFORMATION Page 3 2 Manager WebTop User Manual Chapter 3 Quick Reference How Do Modify My Setup and Preferences 1 Click Modify My Setup in the main menu My Setup opens To modity your SmartOrg information click the My Setup link To edit your personal information click Edit next to Personal Information enter your changes a small red square indicates a mandatory field and then click Save 2 e You can edit your account information and general preferences in a similar manner e To delegate your work items temporarily to another pers
7. on page 3 4 Added steps to viewing a file attached to job specific application Opening a File Attached to a Job specific Application on page 6 16 CONFIDENTIAL INFORMATION Manager WebTop User Manual Revision History October 2008 January 2009 Two sentences added to My Requisitions Tab These are not critical changes My Requisitions Tab on page 6 4 and Show Requisitions List on page 6 4 Information added regarding separate skills for internal external or all candidates u Entering Prescreening Information on page 5 12 Information added regarding separate questions for internal external or all candidates Entering Prescreening Information on page 5 12 Information added to Opening a File Attached to a Job specific Application Show all Requisitions section added Opening a File Attached to a Job specific Application on page 6 16 Show all Requisitions on page 6 4 Added explanation of Session Time out to the Introduction chapter Session Time out on page 1 6 February 2009 New feature added editing correspondence sent to multiple candidates This change has required minor changes to other sections Editing Correspondence Sent to Multiple Candidates on page 10 6 and minor changes to Creating Correspondence for Multiple Candidates When Changing Their
8. In the Options section select Insert page break after each tab if you want information to be printed by sections selected in Content and Order Prescreening Screening Resume etc Select Insert page break after each page if you want candidate files to be printed one after the other CONFIDENTIAL INFORMATION Page 9 9 Manager WebTop User Manual Chapter 9 Searching for Candidates Please Note If no page break information is selected the candidate files will be printed one after the other and will include selected sections 8 See Printing a Candidate File on page 8 13 Boolean Operators Syntax and the Keywords Field You can use Boolean syntax in the Keywords field to construct sophisticated searches Use the AND operator between your search terms to search for candidate files that contain all of the terms For example a search for university AND librarian will retrieve candidate files that contained both the words university and librarian Use the OR operator between your search terms to search for candidate files that contain at least one of the terms For example a search for university OR college will retrieve candidate files that contained either word or both words Use the NOT operator to exclude candidate files that contain the terms you specify For example a search for computer NOT technician will retrieve files that contained the word computer but only if they did not contain the word technician The wil
9. e The Save and Cancel buttons affect all tabs in My Setup If you leave My Setup g without clicking Save all changes you made since the last save will be lost Changing Your Personal Information 1 In My Setup window click My Setup Click Edit next to Personal Information Modify the fields that must be changed Click Save a ee CE CONFIDENTIAL INFORMATION In the Language list select the language in which you want to edit the user account Page 4 2 Manager WebTop User Manual Chapter 4 Modifying My Setup Changing Account Information ils In My Setup window click My Setup 2 Click Edit next to Account Information 3 Enter new password if necessary 6 A valid password must e Contain letters at least one and numbers at least one e Have at least 6 characters and no more than 32 numbers and letters Have no special characters for example etc Be different from the user name Not contain more than 2 identical consecutive characters for example AAA Click Generate Password if you want the system to generate a password You will be forced to change your password at the next login If your system configuration allows for identification questions to be set for users the Forgot Password Information section is displayed You will have to answer the question before the password can be changed while signing in 5a In the Security Question field enter yo
10. CONFIDENTIAL INFORMATION Page 3 4 Manager WebTop User Manual Chapter 3 Quick Reference Enter information in the following pages Note Pages and Information Blocks may vary according to the requisition workflow selected by your system administrator Note Information marked with an asterisk is mandatory Step 1 Structure and Template Step 2 Identification Step 3 Profile and Compensation Step 4 Internal Description Step 5 External Description e Step 6 Administration Step 7 Prescreening Step 8 Screening e Step 9 Assignment with Approval Path or without Approval Path e Step 10 Preview e Step 11 Posting Options Step 12 Thank you At the end of the process a Thank you message appears indicating that you have successfully completed the requisition creation process The message will vary according to your posting options Click OK to return to requisition list in My Requisitions At the end of each page you can e Click Save as Draft to save the requisition in Draft form e Click Next to move on to the next page e Click Previous to return to the previous page e Click Cancel to return to the main menu At the end of the requisition creation process you can e Click Print to open the Print window and print the preview page Print is available on the Preview page only e Click Finish to end the requisition creation process Once you click Finish it is no longer
11. Displays the date when the posting is scheduled to occur Updated date Displays the date when the requisition was unposted from the last site Expired date Displays the date when the last posting expired Indicates the number of candidates who have applied for or who gH HH have been matched to the requisition Actions Contains a list of actions that can be performed on requisitions The requisition list can be sorted by AIF requisition number title recruiter name status or by status detail To sort the different columns click the triangle in the selected column header If you click a requisition that is still in Draft status the system will take you directly to that requisition for completion If the requisition was created in the Staffing WebTop click the requisition title to display a page summarizing the main information about the requisition You will not be able to modity the requisition but you can contact the recruiter if you have the appropriate user permission CONFIDENTIAL INFORMATION Page 6 7 Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates My Candidates Tab My Candidates lists candidates that match requisitions listed on the My Requisitions tab Requisitions and Candidates My Requisitions My Candidates ds da A 23 Show AII More Criteria Requisition Number and Title 20060320153609 RegRobotJ 20060320153609 FT Identific
12. Executive recruitment Creates requisitions for executives If only one requisition type is selected for your organization the Requisition Type Selection page will not be displayed Mii CONFIDENTIAL INFORMATION If a Requisition Type has been disabled by the system administrator it is not possible to duplicate requisitions that were created with the disabled hire type The Duplicate command will be unavailable Page 5 4 Manager WebTop User Manual Chapter 5 Creating a Requisition Enabling the Requisition Autofill You can select a job template a position or a department on which your requisition will be based This enables the system to automatically fill a certain number of fields in the requisition form To select a job template a position or a department click fo Search Then click Next The Template Selector will only show you general templates or templates that are related to your user group job field organization and location Some requisitions that you will be working with may have been imported from Human Resource Management Systems HRMS If for some reason you are unable _ to edit or modify certain requisitions that appear in your requisition list you may not have the required user permissions Please contact your system administrator for more information Defining a Structure and Selecting Templates The Structure and Template section is where you enter requisition inform
13. Taleo x Talent Drives Performance Taleo Enterprise Edition Manager WebTop User Manual Version 7 5 November 2009 Confidential 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 confidence 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 Confidential Information shall mean the following i Any information know how data process technique design drawing program formula 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 Confidential known or reasonably known by the other party to be confidential 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 Manager WebTop User Manual Revision History Revision History The table below provides information on the modifications that were made to the manual January 2008
14. he Identification section is where you enter information that will help you identify the requisition The Attachments section allows you to attach files to the requisition and share these files with approvers a 1 nd users having access to the corresponding requisition In the Title by Manager field enter a temporary title for the requisition This title will be used as an identifier while the requisition is in the first stages of creation until the recruiter assigns the official requisition title In the Requisition Number field enter a requisition number A validation is performed to ensure that the requisition number is unique in the system If the system is configured to generate the requisition number automatically this field might not be visible In the Recruiter ID and Name field click Je 5e3 ch to select a recruiter In the Hiring Manager ID and Name field click Jel Search to select a hiring manager In the Recruiter Assistant ID and Name field click Search to select a recruiter assistant In the Hiring Manager Assistant ID and Name field click 421 Search to select a hiring manager assistant lobe displayed the Recruiter Assistant and Hiring Manager Assistant fields have to be activated and also integrated into requisition flows a CONFIDENTIAL INFORMATION Page 5 6 Manager WebTop User Manual Chapter 5 Creating a Requisition To modify the recruiter the hiring manager the recruiter assis
15. initial step initial status The action can be performed on a candidate having one the following status e Rejected Declined Offer e Hired The Reset Selection Process action is also restricted to the following conditions e The action can only be performed for one candidate at a time e The action can only be performed on hourly recruitment requisitions This is the only type of requisitions for which the selection process can be restarted e The requisition must be active it cannot be canceled or filled e The candidate must not be disqualified for the application or for his her profile The action cannot be performed if the application is flagged as deleted The action cannot be performed if the Offer management step is part of the workflow active or not active step e The action cannot be performed if the action brings the hiring manager to a restricted step The following production setting must be activated EnableResetSelectionProcess Standard reports and metrics will not take into account the repeatability of the selection process Also the following flags are recalculated NewCandidate SendNewEntryNotificationFlag IsNewApplication IsinHiringProgress CONFIDENTIAL INFORMATION Page 8 7 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Changing Steps and Statuses with One Click You have the ability to access steps and statuses directly in the Candidates list without ha
16. Apply an existing model for questions and Print the requisition skills Finish Close End the requisition creation process and close Close the candidate file the requisition when it is complete Save the information in a requisition or in a Return to the top of a list candidate file __Back to Menu or Return to the main menu Expand and collapse headers in a Requisition or in a Candidate File select Move from one page to another or move Open a selection menu directly to the first page or to the last page of a list CONFIDENTIAL INFORMATION Page 6 2 Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates Search Open selector windows user department job template skills questions etc F1 Create Requisition Create a new requisition Cancel Requisition Click to cancel a requisition FB Add comments to a candidate file 4 Contact Recruiter Open the Contact Recruiter window to send information or comments to the recruiter ig Match Match candidates to requisitions da Share Share a candidate with other users Print Print a requisition a requisition list a candidate file candidate list or a preview page Create a new requisition based on the information contained in the requisition that is currently open off Enter Grade Select an action enter grade add comments or at
17. See HTML Editor on page 13 1 7 In the organization specific fields UDFs provide information that is specific to your company If your organization does not use custom fields this section might not be visible 8 Click Next Providing an External Description The fields in the External Description section let you control what information will be posted externally in the job offer The contents of the fields in this section will be posted on all external career sections of the Web site and on selected job boards 1 Click Paste if you wish to copy the internal description Modify the information if necessary OR Repeat the steps for entering an internal description See Providing an Internal Description on page 5 10 In the Job Board Summary Description field enter a summary of the job description for external job boards The Job Board Summary Description field supports 1000 ASCII characters However this field is used only on Yahoo HotJobs which cannot JZ accept more than 100 ASCII characters On Yahoo HotJobs the Job Board Summary Description appears under the job title 2 Click Next CONFIDENTIAL INFORMATION Page 5 11 Manager WebTop User Manual Chapter 5 Creating a Requisition Entering Administration Information In the Administration section you can enter additional administrative information that will not be visible to the candidate 1 2 3 4 In the Citizenship Status list
18. contact your system administrator e Itis only possible to move candidates from one step to another if the requisition was created using a sequential candidate selection workflow e When you create a requisition in the Manager WebTop the default candidate selection workflow created by the system administrator will apply to the new requisition e Available actions may vary according to the steps statuses and sections selected for the Candidate Selection Workflows configured by your system administrator Moving a Candidate to Another Step 1 Open a candidate file 2 Inthe More Actions list select Move The Action Dialog window opens with the Move action selected Before moving a candidate to a new step the present step must be completed In some cases it may be possible to bypass steps that can be completed later on RES Contact your system administrator for more information 3 Select a step in the to field and a status in the with status field The next available step and status appear automatically status marked with an asterisk completes the step The Action Dialog window opens with the Move action selected The name of the status is indicated and a list of subsequent statuses is available in the with status list The statuses available in the lists are based on the context of the selection step and on your user permissions Only the steps that are available given the selection workflow appear in the to list 4
19. will it bounce back to the sender e No the message goes nowhere and no one is notified 16 received a Taleo 1 error What can do e Record all the steps you took prior to receiving the error e Report the error to your system administrator who will forward the information to Taleo for investigation if necessary 17 The window did not load completely or loaded all white What should do e Close the browser and re launch the application e If it still happens check your browser settings according to the technical requirements e If the problem still occurs re boot your computer e If the problem persists Report the error to your system administrator who will forward the infor mation to Taleo for investigation if necessary CONFIDENTIAL INFORMATION Page 16 3
20. 16 Viewing Information on Scheduled Interviews 8 19 Viewing an Interview Email and Adding it to Your Calendar ceeeeeeeees 8 20 Updating an Interview by Changing the Atendees 8 21 Updating an Interview by Changing the Interview Information 8 21 Canceling an Interview M linigs ses anne en nn nee ee 8 22 Interview Scheduling and Candidate Selection Workflow 8 22 Performing an Action on Several Candidates Simultaneously cccccceeeeeeeeeeeeeeee 8 23 Attaching Files in the Resume Tab and Tracking Actions Taken on Attached Files 8 24 Tracking Events Related to Candidates iris castencvanesneaws bateoeme eae 8 25 Tracking DWC CEG OF le Seacs S Cane ne nn eine 8 26 Displaying the Tracking of Specific Applications cccceceeeececeeeeeeeeeeeeeeeeenens 8 26 Tracking Events and Cotegories ONG nina nine Msn eda 8 27 Merging Candidate Files essers eaii eia der nr a AAE 8 31 Searching for Candidates nan none Ne sie 9 1 Ove NEW ee A NET OR RTE RE RTE EC Oe Oe Re RTE OE Oe 9 2 B t s CMG GOS ans A end Ne he ie 9 2 Searching for Candidatess srie nr A Acer a de nn 9 3 Underst nding Search rela S ut site es end e sad tet ce 9 4 EVO TE D AT Ne Met ere te tee 9 4 kast Wo ao sem seii e en nee oe a Cte E 9 4 External Internal Candid t sims An nec nd acon adie AE 9 4 Disg alitied Candidates es re ee Neer can A eee CS eee A 9 5 P
21. 2 From the More Actions list select Fill Out Form The Action Dialog window opens The list of available forms and documents is displayed 3 Click the name of the document to open it Acrobat Reader opens displaying the form or document The form is filled automatically using the corresponding fields of the candidate file or requisition 4 Validate the information 5 Click Print The Print window opens 6 Click OK Your system administrator has the ability to tie forms to the workflows steps and statuses of the Candidate Selection Workflow CSW Therefore when a candidate reaches a certain step or status of the Candidate Selection Workflow you are presented with a list of PDF forms according to the current workflow step or status Printing a Candidate File 1 Open the candidate file Click The Print Configuration window opens In the Content and Order section select the candidate file sections to print and their print order Click Default to set the content and order to the default settings Click Preview to view the printout before printing Click Print a ge ee ie Printing Several Candidate Files 1 In the Candidates window select each candidate file to print Making no selection prints all the candidate files Click 3 The Print Configuration window opens In the Selection section select all candidate files or the ones selected previously CONFIDENTIAL INFORMATION Page 8 13 Manager WebTop U
22. Assessment Solution New interview guides providing more detailed assessment results detailed descriptions of assessment content dimensions and bands details on individual assessment performance and how to apply that information to the selection process Mane lannanuaaanani Career Carthion IO nuenian and Melick MWiebTan madula d Do not show this message again unless the information changes You can deactivate the pop up message by selecting the option at the bottom of the page The pop up message will reappear when new release information or other important information is available If you do not select the option the pop up message will appear once per day A day is from 12AM to 12AM the next day according to the time zone set in your user preferences CONFIDENTIAL INFORMATION Page 1 7 Manager WebTop User Manual Chapter 1 Introduction CONFIDENTIAL INFORMATION Page 1 8 Buttons and Icons Manager WebTop User Manual Buttons Chapter 2 Buttons and Icons Online Help E You have ongoing access to online help in the Manager WebTop The Help icon is displayed on almost every page Click the icon to access context sensitive information about the task you are performing or about the feature you are in The Manager WebTop Online Help describes features delivered with the application and used by most organizations Because Taleo products allow custom configurations and custom fields you may not see components in th
23. Correspondence E Manager only See Inserting a Table on page 13 3 Displays an enlarged view of the job description Displays HTML Editor help Preview Previews your text Selecting a Text or Background Color 1 Inthe HTML Editor click a or jg The Color Selector window opens 2 Select a color for your text or background 3 Click Done Inserting a Table This tool is only available in the Correspondence Manager 1 In the HTML Editor click H The Table Properties window opens Enter the number of columns 1 to 100 Enter the number of rows 1 to 100 Enter the width of the table Select borders for the table or not Click Done SR E Selecting a Special Character 1 In the HTML Editor click The Character Selector window opens 2 Select the special character 3 Click Done CONFIDENTIAL INFORMATION Page 13 3 Manager WebTop User Manual Chapter 13 HTML Editor Using the Spell Checker 1 2 3 In the HTML Editor click The Spell Checker window opens Misspelled or unrecognized words are highlighted You can Use one of the suggested words 1 In the Suggestions field select the corrected word 2 Click Change to change this occurrence or Change All to change all occurrences of the word Change the word to something else 1 In the Change to field enter the corrected word 2 Click Change to change this occurrence or Change A
24. Details of an Interview window opens 3 Modify the information other than the list of attendees See Updating an Interview by Changing the Attendees on page 8 21 4 Click Send Update All attendees are sent the email message You are also reminded if the invited candidate has no email address 5 Once the interview is updated The email message sent to the attendees is identical to the original message except that Updated appears in the subject of the email e The ics file attachment is now named Update my calendar ics CONFIDENTIAL INFORMATION Page 8 2 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates In the Candidate File the Tracking tab indicates that the interview has been updated 3 The interview update is not automatic in Lotus Notes Notes users must remove the T original appointment and create a new appointment based on the updated information Canceling an Interview Meeting To schedule update and cancel an interview meeting the interview organizer must have the permission to access sensitive candidate information Also you cannot cancel an interview that is being updated by another user To cancel an interview meeting 1 Open the candidate file From the More Actions list select Cancel the Interview The Cancel an Interview window opens Select to send or not to send a cancellation message to all attendees You are also reminded if the invited ca
25. For action From To Selection Process Candidate file snapshot taken Candidate File Snapshot Selection Process Unsuccessful Candidate Candidate File Snapshot IR RL BR DW O OI NI N N NI NI NI N NI NI NI NI NINI NI NI NI NI NI NINININI ND Comments Comments added Comments Grade deleted Comments Grade entered New grade Screening Results received service provider Screening Screening results migrated Following a version change Screening Service requested service provider Screening Service status changed to status service provider CONFIDENTIAL INFORMATION Page 8 28 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Category Tracking Event Event Detail 4 Screening Screening tab has been modified Screening tab snapshot 5 Questions and Skills Update Answer to a question Question Answer before change 5 Questions and Skills Update Skill details Skill Details before change 5 Questions and Skills Disqualified 5 Questions and Skills No longer disqualified 5 Questions and Skills Answer to a question Update Question Answer before from requisition change 5 Questions and Skills Prescreening tab has been modi fied Prescreening tab snapshot 6 Regulations 6 Regulations Regulations Initial entry Regulations Initial entry EEO USA information entered Employm
26. October 2007 Added enhancements done in SP2 e Added information on the most Most Advanced Progression advanced progression status Status on page 6 11 November 2007 Added information regarding the DPI DPI Setting on page 1 4 setting Modified information regarding the use of a Lotus Notes plug in for the Scheduling Interview feature Modified information regarding the use of a Lotus Notes plug in for the Scheduling Interview feature Viewing an Interview Email and Adding it to Your Calendar on page 8 20 Viewing an Interview Email and Adding it to Your Calendar on page 8 20 Added information regarding the candidate file merge Merging Candidate Files on page 8 31 April 2008 Added enhancements done in SP5 e Added information regarding Defining Frequent Approvers frequent offer approvers for Offers on page 4 7 e Added information on the Weight Entering Prescreening Column in the requisition Information on page 5 12 Prescreening tab e Added information regarding the My Candidates Column paper clip icon in the candidates list Headers on page 6 9 e Added information regarding Defining Frequent Approvers frequent requisition approvers for Requisitions on page 4 6 July 2008 Updated the My Setup and Preferences How Do Create a Requisition section the fields in this section are no longer organized by tabs
27. Question 2 How many years of experience do you have e Answers Less than two years Three to five years Six or more asset e Candidate s answer Six or more The candidate will be correctly identitied as meeting the requirement and the asset CONFIDENTIAL INFORMATION Page 15 3 Manager WebTop User Manual Chapter 15 Scoring and Weighting Skill Assessment The skill assessment score consists of three parts Proficiency Last Used basic score Proficiency Experience Rectifier and Interest Weight The skill score is the sum of the basic score and rectification value multiplied by the interest weight The maximum result is 100 Proficiency Last Used Basic Score This is the basic score attributed to a skill It is based on a candidate s level of proficiency and the last time the skill was used Last Used Proficiency Never Current Last year 1 3 years 3 4 years 5 years ago ago ago None 0 0 0 0 0 0 Beginner 5 29 20 15 10 5 Intermediate 10 50 40 30 25 20 Advanced 20 80 70 60 50 40 Expert 30 100 90 80 70 60 Proficiency Experience Rectification The score from the Proficiency Last Used Score Basic table is rectified by the candidate s declared experience as per the following table The underlined numbers represent off limit answers and could be considered invalid Experience Proficiency No exp year 1 3 years 3 4 years 5 years None 0 5 10 15 20 Begi
28. Questions To score candidates two actions must be taken when attaching questions and skills to requisitions and templates e Specify whether criteria are considered requirements or assets e Determine the weighting of the questions and skills Using Criteria that are Required or Assets It is important to design questions that correctly score candidates based on their actual work experience and skills For example if you want candidates who know Java and who consider their knowledge of C an asset then the question could be worded as follows e Question Which of the following programming languages do you know best e Answers Java required Perl C asset e Candidate s answer C The candidate will be correctly identified as having the asset but not the requirement When having an asset implies having a requirement the question must be designed to address both criteria For example the following question requires that candidates have at least two years of experience Six years of experience is considered an asset Question How many years of experience do you have e Answers Two required Three to five Six or more asset e Candidate s answer Six or more The candidate will be incorrectly identified as not meeting the requirement In this case it would be more accurate to create two questions Question 1 Do you have two years of experience or more e Answers Yes required No e Candidate s answer Yes
29. Required or Asset for the skill and make the necessary changes from the Min Proficiency and Min Experience lists In the Weight field select a value for the answer of the skill For every answer you can choose a value without any limits The Weight list always displays the same values Also a percentage is displayed in parenthesis beside the Weight list It is the percentage that each single answer represents in comparison to the total for skills and questions When changing the weight the percentage is recalculated and displayed with the new values Depending on your organization s settings you may not see the Weight column and the Total for Skills and Questions box 5 To remove skills from the requisition in the Skills section select the items and click To change the order of the skills select a number from the list next to the skill Then click Reorder To add questions to the requisition o b e In the Questions section click sh When the Select Questions window opens you can search for a question in the entire list but you can also limit the items displayed in the list to those that satisfy a certain criterion by making a selection in the Show field See Question Selector single or multiple on page 14 6 In the Question Selector window click the check box next to each question you want to add to the requisition and then click Done The questions you selected are displayed on the Prescreeni
30. Requisitions criteria used to associate requisitions and candidates Position Selector Available criteria for these windows are All Displays all existing positions Position ID Displays positions with a specific ID element Job Code Displays positions with a specific job code element Title Displays positions with a specific title element Department Selector Available criteria for these windows are All Displays all existing departments Department Displays departments with a specific department number element Number Department Displays departments with a specific department name element Name Hiring Displays departments with a specific hiring manager name element Manager CONFIDENTIAL INFORMATION Page 14 7 Manager WebTop User Manual Recruiter Displays departments with a specific recruiter name element Effective Displays departments that are effective for a specific time period Job Template Selector Available criteria for these windows are All Displays all existing job templates Job Code Displays job templates with a specific job code element Owner Displays job templates with a specific owner name element Effective Displays job templates with a specific effective date element Title Displays job templates with a specific title element Keyword Display job templates with a specific keyword User Selector
31. Selector window slightly differs from that of other selector windows it contains an additional list called Show Skills from This list contains the following options Taleo The complete Taleo skills library classified according to generic Job fields Company Skills resulting from the mapping of your company Job fields to the Taleo Job fields As a result the Company skill list contains skills that are considered relevant for your company Skill Library Skills selected by your company among the Taleo skills library that is skills identified as pertinent by your company These skills are classified according to the Location and Job fields of your company Organization Location Job OLF Group Sections Job Group Section 1 Click Select The Selection Menu opens 2 Use the lists to select a job category function and speciality Click Done The selected values appear in the Job section 3 Click to clear the selections Or 1 Enter a value in the field and click p 2 Ifthere is an exact match all fields above it are filled automatically For example if you select a speciality and there is an exact match the Category and Function fields are filled automatically If there is no exact match the Job Field Selector window opens Select the job field The selected values appear in the Job section 3 Click to clear the selections Or 1 Click E The Job Field Selector window opens CONFIDE
32. Single and Multiple Available criteria for these windows are CONFIDENTIAL INFORMATION All Displays all existing users Frequent Displays the list of collaborators defined in My Setup Collaborators To be available the Collaborators field must be activated by your system administrator Suggested Displays the owners recruiter recruiter assistant hiring manager hiring Users manager assistant the collaborators and the frequent collaborators associated to the requisition However only users who are able to complete the selected action are available for selection To be available the Collaborators field must be activated by your system administrator and you must access the User Selector from a requisition Name Displays users with specific name element Email Displays users with a specific email element Address Employee ID Displays users with a specific employee ID number element Title Displays users with a specitic title element Department Displays users with a specific department element User Type Displays users with a specific user type element Group Displays users from a specific user group Chapter 14 Selection Tools Page 14 8 Manager WebTop User Manual Chapter 14 Selection Tools Employer Selector Available criteria for these windows are All Displays all existing employers Employer Displays employers with a specific name element Instit
33. The List 7 Format selector window opens Note You cannot add or remove list formats in the Manager WebTop 8 Select a candidate to open a candidate file and view candidate information 9 Click Back to Search to return to the search page and enter new criteria 10 Click Back to Menu to return to the main menu CONFIDENTIAL INFORMATION Page 3 17 Moditying My Setup Manager WebTop User Manual Overview Chapter 4 Modifying My Setup My Setup allows you to manage your user account and delegate your requisitions and work items to another user without having to contact your system administrator To access My Setup click Modify My Setup on the main menu My Setup window is separated in two sections SmartOrg which allows you to view and edit personal information regarding your account to create and edit your password to delegate your requisitions and work items to another user and to set general preferences such as languages and time zone e Preferences which is used to manage frequent collaborators view your candidates and requisitions and manage candidate search preferences Buttons and Icons Return to the main menu Save the information in My Setup Cancel without saving changes Order information in a list Add a selected element to a list of available elements Remove elements from a list Search Open selector windows El Open the calendar
34. To consult a file attached to the requisition click the file you wish to consult To delete a file attached to the requisition click Delete 12 Click Next CONFIDENTIAL INFORMATION Page 5 7 Manager WebTop User Manual Chapter 5 Creating a Requisition Entering Profile and Compensation Information The Profile section is where you enter general characteristics of the job that will be available to candidates who apply for the job The Compensation section is used to enter compensation information salary car allowance etc regarding the specified job Alphanumeric characters can be entered in these fields with the exception of the Minimum Salary and Maximum Salary fields 1 Select the status the employee will have Available choices are e Regular Contractual e Temporary e Limited Term Not Specified 2 Select the type of job Available choices are e Standard e Internship e Cooperative Summer Job e Graduate Job e Temporary Work e Experienced Not Specified 3 Select a job schedule to specify the amount of time the employee will work per pay period Available choices are Full time e Part time e Worksharing e Per Diem Not Specified 4 Select a job level to specify whether the person will be an individual contributor or a manager with direct reports Available choices are Entry Level e Individual Contributor Team Leader e Manager e Director e Executive e Manager with Direct Reports Manager withou
35. for a specific location time zone description or Coordinated Universal Time UTC using the Refine by list Enter a search term in the field then click Refresh A default time zone is set for the entire organization Users who are esas in the same time zone as the organization do not need to modify Z their time zone However users may need to modify their time zone to view information in their own time zone for interview scheduling for example Once configured the new time zone information will replace the default company time zone in all meeting interview notifications eo that you sent The information will be displayed for example Date Monday May 3 2007 02 30 PM to 03 00 PM Eastern Time UTC 5 00 and will be used by the recipient s Outlook or Lotus Notes Calendar to make appropriate time adjustments according to the recipient s own time zone In the Distance section select the distance measurements that is Kilometers or Miles In the Notification section select Send faxable messages to this user by fax not by email to fax screening and external services messages only instead of sending them by email 8 In the Notification section select Keep this user informed of workflow events by email if you want the user to be informed of step and status changes related to candidates that he or she owns 9 Click Save Setting a List of Frequent Collaborators Recruiters have the ability to built a list of frequent c
36. new was requested to contribute to filter available in the Show Requisitions list under My Requisitions tab To request a contribution you must have the required permission enabled by your system administrator A contribution request can be done at any time except when the requisition is deleted or is on hold When requesting a contribution you can automatically add the contributor to the list of collaborators defined for the requisition if the Collaborators field was activated in the Administrator WebTop and it permission was granted 1 Open the requisition 2 Click Request Contribution 3 Enter the name of the contributor 4 Select the option Add this contributor to the list of collaborators defined for this requisition if desired 5 Enter comments in the Comments field 6 Click Done A contribution request is cancelled if no contribution has been received by the time the requisition is posted CONFIDENTIAL INFORMATION Page 7 3 Canceling a Requisition To cancel a requisition le Open a requisition 2 Click Cancel Requisition 3 4 Click Done The status of the requisition is changed to Canceled Enter comments in the displayed window Manager WebTop User Manual Chapter 7 Managing and Processing Requisitions Approving a Requisition Using a Blackberry This feature was first introduced with service pack 5 and applied to a specific model of Blackberry You can approve requisitions and
37. offers using any model of Blackberry provided your organization uses service pack 9 or later and provided your system administrator has configured your user account accordingly You must activate JavaScript and Javascript popups if login authentication has been activated via eShare JavaScript is still required on the login page Configuring Your Blackberry To configure your Blackberry browser ensure that the following options are selected Path Browser gt Menu gt Options gt Browser Configuration Browser Blackberry Browser Support JavaScript on y necessary if login authentication has been activated via eShare JavaScript is still required on the login page Allow JavaScript Popups on y necessary if login authentication has been activated via eShare JavaScript is required on the login page Terminate slow running scripts Browser Identification Internet Explorer Support HTML Tables Use Foreground and Background Colors Use Background Images Support Style Sheets CONFIDENTIAL INFORMATION Page 7 5 Manager WebTop User Manual Chapter 7 Managing and Processing Requisitions CONFIDENTIAL INFORMATION Page 7 6 Managing and Processing Candidates Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Overview Candidates send applications for a specific requisition you have posted job specific application or submit their profile for future job opportunities candidate profiler Y
38. questions OR e Click Apply Model to select all the questions and skills that are related to the position Apply Model does not apply to disqualification questions Screening In Screening select the screening tests required for the requisition Available choices are Background Check Tax Eligibility Other Assignment Without Approval Path e In Assignment Without Approval Path Assign the requisition to a specific recruiter click Search to open the User Selector This recruiter will then become the owner of the requisition Enter comments if necessary Comments may be mandatory Assignment With Approval Path e In Assignment With Approval Path Select approvers click Add Approvers to open the User Selector Preview Page Review information entered in your requisition If you need to make changes in previous pages click Previous to go back to previous pages Once you have completed the changes click Finish Your requisition will automatically be saved If errors occurred during the requisition creation process a pop up message will indicate the errors e If you selected Create a requisition and post it in the Select a Posting Option page at the beginning of the requisition creation process the Posting page will open see 12 Posting Options e If you did not select a posting option the Thank You page will open Posting Options If you selected Create a requisition and post it i
39. that appear or click the selector icons Click Any Criteria Or to broaden the search or All Criteria And to narrow the search Click Refresh to update the candidate list My Candidates Column Headers Columns in the Candidates list vary according to the list format selected See List Format Selector on page 6 10 al The Attention Indicator Flag AIF indicates that changes have been made to the candidate file by another user and that the candidate requires attention Identifies disqualitied KL or need to be verified AX candidates A to be verified status does not affect the hiring process of a candidate The candidate is considered as passed Candidates The candidate s name and system identification number To open the candidate file click the name Sy identities ACE candidates int identifies candidates currently employed by the company ii identities candidates who applied for or were matched to at least one requisition Step The step the candidate has reached in the selection process Sel Status The status of the step the candidate has reached in the selection process Function The job function held by the candidate in his her most relevant job experience Residence Where the candidate currently lives Education Level The education level of the candidate Program The educational program or area of study of the candidate CONFIDENTIAL INFORMATION Page 6 9 Manager We
40. the History tab in the Manager WebTop and in the Staffing WebTop Once the requisition is approved it will automatically be posted on all the career sections you have selected in the Posting page If you select Save as Draft in the Posting page the posting selections will be saved and tracked as in Delay Posting es It is not possible to unpost a requisition in Manager WebTop CONFIDENTIAL INFORMATION Page 5 16 Viewing My Requisitions and My Candidates Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates Overview The My Requisitions and My Candidates tabs let you access your personal requisitions and candidates To access requisitions and candidates 1 In the main menu click Requisitions or Candidates To view requisition specitic candidate lists a user permission must be enabled by your system administrator If this permission is not enabled only View My Requisitions will be available on the main menu For more information contact your system administrator Mi Buttons and Icons Save as Draft Cancel Save the requisition you are creating in a draft Cancel the requisition you are creating format You can edit requisitions in draft without saving changes status View the Job Description field as it will appear Paste the information that was entered in the in a career section Internal Page to the External Page and vice versa Apply Model Print
41. the to field and a status in the with status field The next available step and status appear automatically status marked with an asterisk completes the step 4 Select Send Correspondence to inform the candidate of the change The Correspondence Wizard will open atter clicking Apply See Overview on page 10 2 5 Enter comments in the Comments field A comment is mandatory with the Bypass action Click Done Attaching a File to a Candidate File You can attach external documents or files resume cover letter reference letters etc to a candidate file Accepted file formats are defined by your system administrator ao A candidate file may contain up to five attached files each limited to 100 KB 1 Open a Candidate File 2 Click or select Attach File in the More Actions list The Action Dialog window opens with the Attach File action selected Click Browse Locate and select the file Then click Open Locate and select the file Then click Open Enter comments in the Comments field pe Se Ye Click Done The file is attached to the selected candidate file s and is visible as a hyperlink on the Tracking tab If you click the file name link your browser will attempt to open the attached file CONFIDENTIAL INFORMATION Page 8 11 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates using the appropriate software Refer to your browser s documentation if you encounter any diffic
42. time Saving you time Filtering the filtering by category improves usability even more by substantially decreasing the size of the application history on the screen and by allowing a selection of categories that are relevant to you Browsing through the application tracking history will be much faster and easier especially when reviewing candidates who have many applications Increased accountability Capturing who made the change the tracking indicates who made the change candidate or Staffing WebTop user and when it was made which was not possible with snapshots Improved traceability Propagation when multiple applications are affected by an update to the answers of skills or questions the application tracking history of all affected applications will not only indicate that a change was made but will also keep a trace of the actual application where the update was made This is extremely useful for someone who need to know the precise history of a candidate s application Reports Reportability tracking events are reportable CONFIDENTIAL INFORMATION Page 8 25 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Tracking by Categories Filtering by category decreases the size of the application tracking on the screen and allows you to select categories that are relevant to you Browsing through the application tracking history is faster and easier especially when reviewing candidates who have many appl
43. you collaborate own or collaborate on Displays requisitions you own or to which you collaborate was requested to Displays requisitions for which a Contribution Request was sent and to contribute to which you must contribute To change filters click the Show Requisitions field and then click a different filter to apply it to the list To be considered an owner of a requisition you must be a recruiter a recruiter assistant a hiring manager or a hiring manager assistant See Requisition n J Management Multi User Collaboration on page 5 3 Show all Requisitions The following information assumes your system administrator has selected both of the following user type permissions for your user type e See deleted requisitions e See closed filled amp canceled requisitions CONFIDENTIAL INFORMATION Page 6 4 Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates The My Requisitions tab contains a Show all Requisitions field that the user can select to view not only active requisitions i e whose status is Draft Pending Open or On Hold but also those whose status is Filled Canceled or Deleted The Show all Requisitions field is not selected by default Perform one of the following steps To view requisitions that have been filled canceled or deleted in addition to active requisitions click the check box next to Show all Requisitions provide
44. 13 5 Selection Tools Manager WebTop User Manual Chapter 14 Selection Tools Overview The Manager WebTop provides selection tools such as selector windows and Show lists to let you quickly find and sort elements in candidates and requisition lists Show list and selector windows found throughout the Manager WebTop are used to make selections The type of selector window varies according to the type of selection that is required Show List Using the Show list is efficient because it limits the items displayed on the list to those that meet criteria you specify The Show list helps you select criteria to filter your search The list of available criteria varies according to the type of selection The Show list displays different menu boxes according to the selected criteria For example if you want to view candidates according to the First Name criteria a contains box appears The contents of this box varies according to the selected option More Click fq to add search criteria fields Criteria Any Criteria When selected the search results return at least one of the specified criteria All Criteria When selected the search results return all specified criteria Available xx Shows the search results according to the selected criteria Selector Windows Selector windows enable you to quickly find and select single or multiple items in a list Selector windows have a variety of different names and a
45. If the current status is a completion status then the action will be a move to the next step at the initial status In a one step CSW reference workflow only statuses configured as a completion status will show up as next steps To change the current status or step click on the link displayed in the Next Action column If you must provide comments or select motives the Action Dialog window opens automatically CONFIDENTIAL INFORMATION Page 8 8 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Candidate Selection Workflow Actions The list of actions displayed in the More Actions list is context sensitive and the actions that are available vary depending on the selected workflow the candidate status and user permissions For example Canceled Deleted Offer or Hire may not be available to all users The information displayed in each Action Dialog window is also context sensitive and may vary accordingly The Action Dialog window may not be available if the number of candidates selected in the candidate list is higher that the number of positions available Candidate Selection Workflow When you match candidates to a job they enter a candidate selection process known as Candidate Selection Workflow CSW The Candidate Selection Workflow CSW lets you move candidates from one selection step to another When you match a candidate to a requisition the candidate will have to be processed through each sel
46. More Actions list The Requisitions Selector opens See Requisition Selector on page 14 7 3 Select one or more requisitions to which you want to match the selected candidate Click Done A message will ask you if you want to send an email message to the candidate to request more information Clicking Yes sends an email to the candidates inviting them to the career site and to provide answers to job specific questions Candidates can only be matched to requisitions with the Approved status detail m Sharing Candidates You can share candidates with other users within your organization or with agents and agencies 1 2 a oe SS Open a candidate file In the More Actions list select Share The Action Dialog window opens with the Share action selected On the Recipients tab click wis The User Selector opens See User Selector Single and Multiple on page 14 8 Select users and then click Done On the Contents tab select the information you want to share with other users On the Comments tab enter comments in the Comments field If you want to share the information with a user outside your organization for example an agent enter the user s email address in the Share with External Recipients field You may enter more than one user email address In this case use a comma to separate the email addresses Click Preview if you want to view the information you selected Click Share to send the infor
47. NTIAL INFORMATION Page 14 10 Manager WebTop User Manual Chapter 14 Selection Tools 2 Select a category function and speciality Click Done The selected values appear in the Job section 3 Click to clear the selections Organization Group Section 1 Click Select The Selection Menu opens 2 Use the lists to select a company sector department and division Click Done The selected values appear in the Organization section 3 Click to clear the selections 1 Enter a value in the field and click E 2 If there is an exact match all fields above it are filled automatically For example if you enter a division and there is an exact match the Sector and Department fields are filled automatically If there is no exact match the Organization Selector window opens Select the company sector department and division The selected values appear in the Organization section 3 Click to clear the selections Or 1 Click E The Organization Selector window opens 2 Select an organization sector department and division Click Done The selected values appear in the Organization section 3 Click to clear the selections Primary Location Group Section 1 Click Select The Selection Menu opens 2 Use the lists to select a country state province region and city Click Done The selected values appear in the Location section 3 Click to clear the selections 1 Enter a value in the field and
48. ORMATION Page 5 14 Manager WebTop User Manual Chapter 5 Creating a Requisition 1 Enter the name of the recruiter in the text field or click Je Search to select a name in the User Selector Enter comments or assignment related information in the Comments field Click Next Assigning an Approver In this section you create a sequence of approval select approvers and select a Designated Recruiter to whom the requisition will be assigned once it is approved The selected recruiter will become the owner of the requisition elearning About Exit Ka Manager WebTop Assignment Page 9 of 10 Approval Path Che Annie hmv Garneau Pending D 2 Patricis Collette Pending gt CaddiApproversi remove Designated Recruiter Nicole Rousseau E Search Comments Comments Once the requisition is approved you can forward it to the recruiter owner Enter the name of the recruiter in the text field or click E Search to select a name in the User Selector See User Selector Single and Multiple on page 14 8 Verifying the Requisition Information The Verifying the Information you Entered lets you review the content of the requisition you have just created Click Previous to make changes in previous pages Click Finish when all your changes are made Your requisition will automatically be saved If errors occurred during the requisition creation process a pop up message will indicate the er
49. Select Send Correspondence to inform the candidate of the change The Correspondence Wizard will open after clicking Apply See Overview on page 10 2 5 Enter comments in the Comments field A comment is mandatory with certain statuses 6 Click Done Changing the Status of a Candidate 1 Open a candidate file 2 Inthe More Actions list select Change Status The Action Dialog window opens with the Change Status action selected 3J _ Statuses available in the lists are based on the context of the selection step and on your user permissions 3 Select a status in the to field The next available status appears automatically A status marked with an asterisk completes the step 4 Select Send Correspondence to inform the candidate of the change The Correspondence Wizard will open after clicking Apply See Overview on page 10 2 CONFIDENTIAL INFORMATION Page 8 10 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates 5 Enter comments in the Comments field if necessary comment is mandatory with certain statuses 6 Click Done Bypassing Steps If you have the appropriate user permissions you can skip a mandatory steps in a candidate selection workflow and move candidates to any selection step without restriction 1 Open a Candidate File 2 Inthe More Actions list select Bypass The Action Dialog window opens with the Bypass action selected 3 Select a step in
50. Step or Status on page 10 5 d Creating Correspondence While Changing a Candidate s Step or Status on page 10 3 Editing Correspondence Sent to a Single Candidate on page 10 4 November 2009 The following passage was added to Last Update by a Manager WebTop user or the candidate Last Update on page 9 4 The Show all Requisitions section includes some additional information and the text was reworded in places to improve clarity Show all Requisitions on page 6 4 Explanation of how to create an Internet browser Favorite for the Taleo product page was added Creating an Internet browser g Favorite to the Taleo Product Page on page 1 5 CONFIDENTIAL INFORMATION Manager WebTop User Manual Revision History The following sentence was added A Requesting a Contribution contribution request is cancelled if no on page 7 3 contribution has been received by the time the requisition is posted CONFIDENTIAL INFORMATION Table of Contents Res Ion HIS IGN ica tle at ee nn ne AA i Afrod cho mea NES R E EEE E A tease ceed 1 1 About the MGMOGER WWE OIC OS RES SH SSSR fee rae fee See ttt 1 2 Symbols Used in the Mantes os en nie nn eines 1 3 Pop Up Blockera Sn en en en nn 1 4 DS Sin en ne RS ne se An ST nt te 1 4 Using the Online Help ses RS et Pres 1 4 Editing Requisitions Impor
51. The Screening section is where you select services and service providers that will be included in your requisition Screening services such as candidate assessment background check tax credit eligibility interview guides provide validated tests to identify and measure a candidate s qualifications motivations abilities and eligibility As soon as a service is activated at your organization it is displayed in this Screening section Available Screening Services may vary according to services enabled by your organization For more information on available screening services please contact f your system administrator 1 Select a screening service You can select more than one screening service 2 Click Search to select a specific service provider 3 Click Next The number of services and the selection mode Search button check boxes lists etc may vary from one service provider to another The selected services will be available to returning candidates who apply online on job specific applications or who are asked to self identity or to provide additional _ _ information For a screening service to be available to candidates the recruiter must select Request a Screening service in the More Actions list Assigning a Requisition to a Specific Recruiter In this section you can assign a requisition to a specific recruiter This recruiter will then become the owner of the requisition CONFIDENTIAL INF
52. a requisition Internal and External Descriptions or when creating messages in the Correspondence Wizard The HTML Editor provides the basic tools to help you create and enhance job internal and external job descriptions that will be posted on career sections and correspondence Chapter 13 HTML Editor that will be sent to candidates or to other users ae Cuts selected text B Copies selected text Pi Pastes selected text Q Searches text Default v Default Sets font and font size Inserts a link See Inserting a Link on page 13 4 Verifies the spelling in the text See Using the Spell Checker on page 13 4 Inserts a special character in the text See Selecting a Special Character on page 13 3 Removes conflicting Word code when pasting text from MS Word See Cleaning Microsoft Word Code on page 13 5 Sets text to bold Sets text to italic Piel s F Sets text to underline Sets the color of the text See Selecting a Text or Background Color on page 13 3 Sets the background color of the text See Selecting a Text or Background Color on page 13 3 Aligns text left center or right CONFIDENTIAL INFORMATION Page 13 2 Manager WebTop User Manual Chapter 13 HTML Editor Indents text I HU 14 fl Creates a numbered list or bulleted list IH ooo IH Creates a table in the
53. ace 14 1 Over EW ee ate Ng ah E A aah ce E nn 14 2 SI KE E E E E E EEEE EEE E Tao ei 14 2 Selector WINdOWS a aeeoea ne Mea Ere eLa EE E O AAE EERE RE A EE Si 14 2 kett Panen suai id mas as A RE TN EER ets 14 3 RO A CLG EE E A EE trie 14 3 Single Selection and Multiple Selections sisiurantniementiitamenihents 14 3 Using Selector WiNdOwWS inisin a te E E A A EE A 14 4 S lector Window CL SI R ieo iaie ea e e ES E NE al clue le te 14 4 Organization Selector single or multiple 14 4 Job Field Selector single or multiple cede vest sans ss Mc ta oe beak ne 14 5 Location Selector single or multiple ss ceed cane in on dis 14 5 Skill OCIS Oran add AE a 14 6 Question Selector single or multiple ssn s ser heat Soke ated ee eur 14 6 Agent Selector single or mottipl test ne cats tase rer rede tides 14 6 REOUISIOM Selectors SAS te Re A asi acetal stews RS alas eles eden asec Nadal 14 7 POSINOMSClECIOM airs Re Re ae neon 14 7 Deparment Selector gaeanemen tena Reet etme eee een n ECO Maree 14 7 Job Template Selector sorer ses eae ty tne net es en RE Ue 14 8 User Selector Single and Multiple usta ccsedeadvataleivereeratntecctubeataceeyieanesresteesd 14 8 Employer Seletor US SA ni A 14 9 Institution Selecon ous en etc aidons 14 9 CONFIDENTIAL INFORMATION viii Program SElE CIOL S23 san uen dia nent 14 9 Time Zone Se CIOL AA ME RU D ne Oh OH aes 14 9 Source Selector rererua e toc du h
54. acking for the following applications contains the following options e Current application default view e In Selection Process e All CONFIDENTIAL INFORMATION Page 8 26 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Tracking Events and Categories grid Category Tracking Event Event Detail 1 Agent Agent changed New agent 1 Agent Association between candidate Agent and agent removed 1 Agent Recommended by or associated Agent to an agent 2 Selection Process Applied Via Capture Resume 2 Selection Process Applied Via Candidate Search 2 Selection Process Applied Via File Import 2 Selection Process Applied Via Staffing Station 2 Selection Process Applied online 2 Selection Process Candidate matched Candidate has been matched to requisition but not notified 2 Selection Process Candidate matched Candidate has been matched to requisition and notified 2 Selection Process Referred 2 Selection Process Hired Start Date 2 Selection Process Moved to step 2 Selection Process Revert 2 Selection Process Selection workflow changed Selection workflow changed from to 2 Selection Process Status changed to 2 Selection Process Status changed to in step 2 Selection Process Steps bypassed Step reached 2 Selection Process Interview canceled 2 Selection Process Interview scheduled 2 Selection Process Interview updated 2 Selection Pro
55. ady filled To clear your selection click In Other Locations field click 4 if the position is offered in more than one location The Location Selector Select the other locations Click Done CONFIDENTIAL INFORMATION Page 5 5 Manager WebTop User Manual Chapter 5 Creating a Requisition To remove a location click 7 Inthe Position ID and Job Title field click 4 e3 ch to select the ID and job title The Position 1 Selector opens Select the position Click Done In the Template Used Code and Job Title field click Search to select the code and job title The Job Template window opens Select the job template Click Done If you have selected a template in the Requisition Autofill section this field is already filled The Work Locations section allows you to associate the requisition to one or multiple work locations If you do so candidates will have the ability to search for jobs based on the zip postal code Click the button to select a work location in the Work Location Selector O Click Next If you have selected Requisition Autofill you can still make modifications on the Structure and Template page If your new template selection requires the system to _ update certain fields a warning message will appear The message lists the possible missing fields and allows you to indicate which ones you would like to update Entering Identification Information and Attaching Files T
56. age 8 12 Candidate List Selection Steps The candidate selection steps tabs All New Prescreen Phone Screen 1st Interview etc indicate the different candidate selection steps that were selected for the selected requisition These selection steps will vary according to the candidate selection workflows configured by the system administrator If you want to view the candidates who are at a specific selection step click the tab corresponding to the step The candidates who have reached the selected step will be displayed Dimmed tabs indicate that no candidates have reached this specific selection step CONFIDENTIAL INFORMATION Page 6 18 Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates In some organizations hiring managers are not involved in the initial steps to the candidate selection process Recruiters are responsible for evaluating new candidates and selecting those who will be forwarded to hiring managers In this case selection steps that are performed only by the recruiter are not displayed to hiring managers For example New Background Check or Medical Check may not be available to hiring managers Only the names of the steps will be displayed not the tab A selection step tab is dimmed when there are no candidates in this step Show List The Show list filters the candidate list To display candidates according to specific criteria 1 From the Show list select a c
57. ager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates Candidate List Description The Candidate List tab displays all the candidates matched to the requisition previously selected on the Requisition tab The candidates list provides information such as candidate name candidate status job function present or previous employer grade and score The columns of information presented in the candidate list can vary depending on your user permissions and on company settings You can go from the Candidate List tab to the Requisition tab to view information on the requisition The number of candidates displayed on the list should be equal to the number of candidates indicated in the gg column of the selected requisition For example if the requisition indicates three candidates in the gg column in the Requisition List there should be three candidates displayed in the Candidate List Candidate List Toolbar Prints the candidate list See Printing Candidate Information on page 9 9 iz Matches candidates to a specific requisition See Matching Candidates to Requisitions on page 8 5 P Shares a candidate with other users See Sharing Candidates on page 8 5 fa Attaches files or documents to a candidate file See Attaching a File to a Candidate File on page 8 11 2 Adds comments to a candidate file See Adding Comments to a Candidate 2 File on p
58. ager WebTop user the new owner must also be a share user neither Staffing WebTop nor Manager WebTop user e An Administrator WebTop user is both a Staffing and a Manager WebTop user A Staffing WebTop user can be assigned to an Administrator WebTop user Changing General Preferences 1 In My Setup window click My Setup Click Edit next to General Preferences The User Account Editor page opens In the Correspondence Language list select the language used for correspondence When the user receives correspondence the correspondence will be in the language selected 4 Select a content language 4a To add a language to the Selected Languages list select a language in the Available Languages list then click Add 4b To remove a language from the Selected Languages list select a language in the Selected Languages list then click Remove Ac To reorder languages in the Selected Languages list select a language in the list then click the up or down arrows until the language is in the desired position it When you determine the content language the first language in the Z list is the one in which new requisitions and templates will be ESS s created regardless of the Staffing WebTop language CONFIDENTIAL INFORMATION Page 4 4 Manager WebTop User Manual Chapter 4 Modifying My Setup 5 Inthe Time Zone section click Search select a time zone in the Time Zone Selector then click Select If desired you can search
59. ahaa 14 9 Skill Sel ctor Let FANS lis Re ne 14 10 Organization Location Job OLF Group Sections ceceeeeceeeceeeeeeeeeeeeeeeeeeeeees 14 10 Job Group Secho Nijeri see iE i a aA le 14 10 Organization Group S ISMES 14 11 Primary Location Group Section ANS de en A 14 11 Scoring and Weighting of cunceaicactadeannetes Seasoriiee a anteanius eelonaneeseniiost ends 15 1 Scoring and Weightingssie st teen at nt CtO On ae ON Seti E emer ne ren een aT 15 2 How does ACE Recruiting work eens ee ee ut 15 2 The Four Steps of ACE Re iNest nc Ar SAN 7 a Re 15 2 Key Benefits of ACE Recruiting sans etre Tr dre 15 2 Weighting and Criteria for Skills and Questions 15 3 Using Criteria that are Required or Assets urinario ne nie 15 3 Skil AS SESSION hat re ie an aee E sosie G 15 4 Proficiency Last Used Basic Score esrin i tue Ar 15 4 Proficiency Experience R diii dtionssras ess crue Hate ca 15 4 laterest Weld hiene ae Sd ner nn 15 5 Proficiency Level DefnNOnesass nids na 15 5 Experience Level DE inItionsss secant ans de en ne te ee ne cad 15 5 esi Used Level Detinions tisse st Rte E E nt seis aeion 15 6 Interest Level D S ne demie 15 6 FAO CT ue eos ah er eee Ral eee OE 16 1 Frequently Asked Questions FAQS 2 nn nine ent 16 2 CONFIDENTIAL INFORMATION ix Introduction Manager WebTop User Manual Chapter 1 Introduction About the Manager WebTop The Manager WebTop is a simple yet powerful tool that allows hiring managers to complete s
60. alent of the institutions the search engine would consider both les and institutions to be search terms The attached files that are searched must be in a supported format Word Excel WordPerfect text rich text HTML and PDF Acrobat All system supported formats may not be allowed by your company Last Update To limit the candidates retrieved by the most recent creation date or the date the candidate file or application was updated by a Manager WebTop user or the candidate select from the Last Update list or use the calendar icons When performing a search the date is truncated in Universal Time UTC such that hours are not considered As a result candidate search results could vary slightly Possible choices are e Does not matter e Last 2 Days e Last 7 Days e Last 14 Days e Last Month Last 3 months e Last 6 months e Last 12 months External Internal Candidate To limit the candidates who are retrieved to either external or internal candidates select from the External Internal Candidate list Possible choices are Does not matter search for both internal and external candidates External search for external candidates only e Internal search for internal candidates only CONFIDENTIAL INFORMATION Page 9 4 Manager WebTop User Manual Chapter 9 Searching for Candidates Disqualified Candidates Search on candidates who have been disqualified during the prescreening process Possible ch
61. andidate files See Printing Candidate Information on page 9 9 Matches candidates to requisitions See Matching Candidates to Requisitions on page 8 5 Match Shares a candidate with other recruiters See Sharing Candidates on page 8 5 Share Contiguring the List Format You can personalize your candidate list format directly from the search results page l Click to the right of the navigation buttons The List Format Selector opens 2 Inthe List Format menu select a predefined list format or a personal list format The predefined list formats cannot be modified See List Format Selector on page 6 10 Printing Candidate Information You can print candidate lists candidate files or specific content of selected candidate files 1 2 If you want to print your search results click Print to open the Configure Printing window If you want to print all the candidate files in the Candidate Search Results list select All Candidates If you want to print only selected candidates previously selected in the Candidate Search Result list click Selected Candidates In the Content and Order section select List only if you only want to print the list of candidates without any content information If you want to print content information on the selected candidates select Candidate File Details and then select the different sections you want to print
62. ation Missing Day Job Na 36780 201 Requisition Number and Title NUN0000094 RegRobot 20060302113952 E Robot Astor 23523423 Night Job Ne penta The columns in the candidate list may vary from one organization to another according to the configuration of the candidate list formats See List Format Selector on page 6 10 My Candidates Toolbar Prints the candidate list See Printing Candidate Information on page 9 9 Matches candidates to a specific requisition See Matching Candidates to Requisitions on page 8 5 Shares a candidate with other users See Sharing Candidates on page 8 5 Attaches files or documents to a candidate file See Attaching a File to a Candidate File on page 8 11 gt PIPE Adds comments to a candidate file See Adding Comments to a Candidate File on page 8 12 IEN CONFIDENTIAL INFORMATION Page 6 8 Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates Show List The Show list filters the candidate list To display candidates according to specific criteria 1 From the Show list select a criterion 2 In the contains is field enter your search or click the 2 Search button Click Refresh 3 Optional Add more criteria to broaden or narrow your search Click HI next to More Criteria Select filter criteria from the lists Enter additional search terms in the fields
63. ation regarding corporate structure department location job organization etc The following sections are configured for most organizations l Select a User Group Groups to which you belong are available group is a collection of users who need to have access to the same information An example of a group would be a crew of people who all work on requisitions from a certain location See Organization Location Job OLF Group Sections on page 14 10 In the Job field click Select The Selection Menu opens Select the category function and speciality Click Done If you have selected a template in the Requisition Autofill section these fields are already filled e To clear your selection click In the Department Number and Name field click 421 Search The Department Selector opens Select the department name and number Click Done In the Organization field click Select The Selection Menu opens Select the company sector department and division Click Done If you have selected a template in the Requisition Autofill section these fields are already filled e Click the Organization Structure window when available to view the company hierarchy To clear your selection click In the Primary Location field click Select The Selection Menu opens Select the country state province region and city Click Done If you have selected a template in the Requisition Autofill section these fields are alre
64. bTop User Manual Chapter 6 Viewing My Requisitions and My Candidates Employer The candidate s current employer Institution The institution where the candidate studied Next Action Actions that give access to the next status or step related to a candidate See Changing Steps and Statuses with One Click on page 8 8 The paper clip icon indicates that there is at least one attached file fora specific candidate When clicking on the icon a pop up window appears showing the list of attachments Attachments can be opened directly from the Attachments List window The attachments column can be sorted the presence or absence of attached files is the sole sorting criterion Attachments refer to resumes attached by candidates not those attached by recruiters in the Tracking tab The original document is displayed not the HTML conversion List Format Selector Depending on your company s configuration and your permissions you may be able to view various list formats or build your own personalized list format To save time in the candidate evaluation administrators have defined the available candidate information that can be displayed in candidate lists Different list formats were created for users of this application depending on the different recruiting contexts For example if you participate in a recruiting campaign you might want to view degree and educational institution information first An exec
65. candidate file 2 In the Header click the link in the status field The Interview Information window opens Viewing an Interview Email and Adding it to Your Calendar Once the interview is scheduled an email message is sent to all the invited attendees The email contains information regarding the interview and an ics file attachment Outlook users 1 Open the interview email message If desired double click the candidate file or requisition attachment To add the interview meeting to your calendar double click the Add to my calendar ics attachment 4 Click Accept to add the interview to your calendar Outlook will display a message asking if you want to send a response to the meeting organizer Lotus Notes users 1 Open the interview email message Double click the Add to my calendar ics attachment A message containing choices on how to open an attachment appears Select Open A message entitled Scheduling Notes in iCalendar file appears Select Import All OT oe You will then receive a new email in your Lotus Notes Inbox Accept the invitation to add it to your calendar CONFIDENTIAL INFORMATION Page 8 20 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Updating an Interview by Changing the Attendees To schedule update and cancel an interview meeting the interview organizer must have the permission to access sensitive candidate information Also only one user at a time can
66. cant hi AR ns Jak 6 12 Candidate File D schph neneerecerr ieie nn een dre ne der 6 13 Candidate File Header sisi ae ne et 6 13 Condidate File Tab dise ced oon a ie a nn de nn Ce 6 13 Condidate File Toolbar reien A ARR Re Er er RS CU 6 15 Candidate List Desert 6 16 Candidate H ros nn cell 6 16 Candidate Wish Selecion Steps sn g e nna a DS E 6 16 Show listare a a er E E AE T OE E E E EI O TEE 6 17 Candidate List Column CCS IS a cat sus nn ere 6 17 List Format Selecto kirest cine ene E arene ae ro Se OO ea 6 17 Managing and Processing Requisitions 7 1 Opening CREO U ISIC ES Re ee See ath el ONE nt te tete tr freres 7 2 diter Requisition assessment ie RS denis 7 2 Doplicdting d REGUISIN Oia sete tannin a a A Te A Us E nr 7 2 Printing Re ISO Mes ide ns a re RL RE Rate ms dan en diet EG 7 2 REG WESTIE a COMPTON ote bars Re A Men LR a desc 7 3 Canceling CSCI SH ON ccc ashe cesar nce TT een ae 7 3 Managing and Processing Candidates ssseseeeeeeeeeeeeeeeeeeeeeeeeeeeeeees 8 1 OD VEO cs RS eae a nn ne eh i nn seal N ad eee de et 8 2 B tons and Ml as RES Se e MYCE DOE URE INTREST RENEE STARE ORR ETA TESCO RON Ray aeRO Reet 8 2 Opening Candidate Flers teen ne 8 4 Opening Candidate Files from My Requisitions cccceceeeeeeeeeeeseeeeeeeeeeeeeees 8 4 Opening Candidate Files from My Candidates ccccceeeeeeeeeeeececeeeeeeeeeeeeeees 8 4 Matching Candidates to Re
67. cess Approval Process Terminated 2 Selection Process Approval Rejected 2 Selection Process Approval Request Submitted Approval Path approvers 2 Selection Process Approved CONFIDENTIAL INFORMATION Page 8 27 Manager WebTop User Manual Category 2 Selection Process Chapter 8 Managing and Processing Candidates Tracking Event Approved Offer Recipient Changed Event Detail Changed to user Selection Process Approvers Added Added approvers Selection Process Approvers Removed Removed approvers Selection Process Accepted Event Date Selection Process Canceled Selection Process Created Selection Process Expiration Date Updated Modified from to Selection Process Extended Verbally Event Date Selection Process Extended Written Selection Process In Negotiation Selection Process Selection Process Selection Process Passed Selection Process Refused Selection Process Reneged Selection Process Rescinded Start Date Updated Submitted profile Modified from to Via Job specific Application Selection Process Target Start Date Updated Modified from to Selection Process Update Extended Verbally Event Date Selection Process Update Extended Written Selection Process Application deleted Selection Process Undeleted application Selection Process Event date changed
68. ch on e The most recent information on a candidate profiler Information on the three most recent attachments provided by the candidate or by the recruiter linked to the candidate information Information contained in the two most recent attachments provided by the recruiter and linked to any job specitic application CONFIDENTIAL INFORMATION Page 9 7 Manager WebTop User Manual Chapter 9 Searching for Candidates Candidate search results will also include comments made by the recruiter and the description of the source or the event linked to the candidate profiler and to job specific applications Data Most Recent Candidate Profiler File Job specific Application Searchable hante spa Cor pe veved in Candidate Attachment Yes Yes Yes Yes 3 most recent Recruiter Attachment 2 Yes Yes Yes Yes most recent Recruiter comments Yes Yes Yes No Source Description Yes Yes Yes No Event Description Yes Yes Yes No Other Information Yes Yes Yes No If text is entered in the keyword field the search results will only display information included in the most recent candidate information except for the recruiter comments and source events linked to a job specific application CONFIDENTIAL INFORMATION Page 9 8 Manager WebTop User Manual Chapter 9 Searching for Candidates Other Advanced Search Options When performing a search the following options are available Bi Prints c
69. click El 2 If there is an exact match all fields above it are filled automatically For example if you select a region the name of the state province and country are filled automatically If there is no exact match the Location Selector window opens Select the country state province region and city CONFIDENTIAL INFORMATION Page 14 11 Manager WebTop User Manual Chapter 14 Selection Tools The selected values appear in the Location section 3 Click to clear the selections Or 1 Click E The Location Selector window opens 2 Select the country state province region and city Click Done The values you selected appear in the Location section 3 Click to clear the selections CONFIDENTIAL INFORMATION Page 14 12 Scoring and Weighting Manager WebTop User Manual Chapter 15 Scoring and Weighting Scoring and Weighting ACE Recruiting enables you to get to your top candidates instantly without sorting through volumes of unqualified applicants How does ACE Recruiting work e The candidate is asked prescreening skills and job specific questions A level of importance is attached to certain answers By selecting answers candidates are automatically prescreened The Four Steps of ACE Recruiting There are four steps to the ACE Recruiting process 1 ACE Requisitions Abilities Certifications Experience Defining positions and identifying the ideal candidates The ACE requisition uses th
70. context sensitive information about the task you are performing or about the feature you are in Editing Requisitions Imported from HRMS Some requisitions that you will be working with have been imported from Human Resource Management Systems HRMS If for some reason you are unable to edit or modify certain requisitions that appear in your requisition list you may not have the required user privileges Please contact your system administrator for more information Concurrent Users When you open a requisition that is currently being edited by another user a message is displayed to notity you that the requisition is locked by another user You will only have read only access until that user is finished editing the requisition This feature prevents a user s saved changes from being overwritten seconds later by another user also making changes in the same requisition The concurrent management function also applies to templates If a template that is being edited is selected to be applied to a requisition the version used is the one currently available in the database When an action is performed on a requisition from the e share response center it may result in a change for that requisition To prevent this while a requisition is being edited an alternative page is displayed asking the user to return at a later time CONFIDENTIAL INFORMATION Page 1 4 Manager WebTop User Manual Chapter 1 Introduction Creating an Internet bro
71. d The selected job fields now appear in the Selected Job Fields section 8 Click Done Selector Window Criteria The following pages presents search criteria of each selector window Organization Selector single or multiple Available criteria for these windows are All Displays all existing companies Company Displays companies with specific company name elements Department Displays companies with specific department elements Division Displays companies with specific division elements Keyword Displays companies according to a specific keyword in either the company sector department or division Your company levels may be labelled differently J La rs pe CONFIDENTIAL INFORMATION Page 14 4 Manager WebTop User Manual Chapter 14 Selection Tools Job Field Selector single or multiple Available criteria for these windows are All Displays all existing job fields Category Displays job fields with specific category name elements Function Displays job fields with specific function name elements Speciality Displays job fields with specitic speciality name elements Keyword Displays job fields according to a specific keyword in either the job field s category function or speciality Your company levels may be labelled differently Location Selector single or multiple Available criteria for these windows are All Displays al
72. d it is not already selected The requisition list is updated automatically to include requisitions whose status is Draft Pending Open On Hold Filled Canceled or Deleted The Status column in the requisition list displays each requisition s status To view only active requisitions clear the check box next to Show all Requisitions provided the check box displays a check mark The requisition list is updated automatically to include only requisitions whose status is Draft Pending Open or On Hold The Status column in the requisition list displays each requisition s status The Show all Requisitions field is not selected by default CONFIDENTIAL INFORMATION Page 6 5 Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates My Requisitions Column Headers al Identities requisitions that have an Attention Indicator Flag AIF The AIF flag appears when someone other than yourself has changed the status of a requisition that you own It also appears if a candidate linked to one of your requisitions has modified his or her candidate profile See Attention Indicator Flag AIF on page 2 4 No Identities the requisition number Title Identities the requisition title Click the requisition title to view information on this requisition If the requisition is still a draft and you are the owner the system will automatically display an edit window so you can complete the requisitio
73. d presented To access the Staffing Metrics Reporter 1 From the main menu click Reports Taleo reports are dealt with in more detail in the Staffing Metrics Reporter Guide CONFIDENTIAL INFORMATION Page 11 2 Accessing Onboarding Processes Manager WebTop User Manual Chapter 12 Accessing Onboarding Processes Accessing Onboarding Processes Taleo Onboarding is available if your organization has acquired it 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 fully customizable forms and automated workflow Taleo Onboarding is deployed as a separate but seamlessly integrated module designed to facilitate the onboarding process for permanent workers Because of the modular design future releases will also support onboarding and offboarding of contingent workers To access Taleo Onboarding 1 From the main menu click Onboarding processes Onboarding processes are dealt with in more detail in the Onboarding User Manual own CONFIDENTIAL INFORMATION Page 12 2 HTML Editor Manager WebTop User Manual Overview The HTML Editor in the Manager WebTop is available when you need to create edit and format text when creating
74. dcard character can be used while the wildcard character is not supported You can place a wildcard character within or at the end of a word but not at the beginning of a word For example a search for comput will retrieve all words that begin with comput such as computer computing computers computation Stemming can be used by placing at the beginning of a word The search engine searches for the word and its various forms For example a search for teach will retrieve teach teaches teacher teaching and taught Quotation marks can be used to search for occurrences of an exact expression For example a search for database administrator will retrieve candidate files that contain the exact term database administrator with no terms or punctuation separating the two words Parentheses can also be used Operations enclosed in parentheses are pertormed before other operations For example a search query for candidates who worked as marketing or advertising consultants could look like the following market or advertis and consult or agent or representative The search engine would retrieve candidate records that satisfy the two conditions Candidate files containing a word that begins with market or advertis such as market markets marketing advertise advertising advertisement AND Candidate files containing agent representative or a word beginning with consult such as agent representative consult consults co
75. didate file Move from one page to another or move directly to the first page or to the last page of a list Add a selected element to a list of available Remove elements from a list of selected Launches the search process elements elements jal Save as Default Search Uses the search criteria displayed on the search page criteria as default search values 4 Clear Clear all search criteria IOJ Search Open selector windows More Criteria Click to view additional search criteria or to hide search criteria ae Print Click to print your search results Open the calendar Click to match a candidate to a requisition The requisition selector opens fa Share Click to share candidates with internal and or external users E Click to add or remove columns in the candidate list If only one list format is available the List Format button will not be available CONFIDENTIAL INFORMATION Page 9 2 Manager WebTop User Manual Chapter 9 Searching for Candidates Searching for Candidates 1 Inthe main menu click Search for Candidates The Advanced Candidate Search page opens 2 If activated by your system administrator you might have the ability to select the requisition for which you want to archive search criteria and results To do so open the selector window to select a requisition This feature is only available to U S clients in order to comply with a n
76. e Candidates To view the previous steps see Creating Correspondence for Multiple Candidates When Changing Their Step or Status on page 10 5 1 On the following screen click Edit All 2 When the Changes made to individual message will be lost Are you sure that you want to continue message appears click Yes 3 Make your changes to the text and add file attachments if you wish You can apply HTML formatting to the text See HTML Editor on page 13 1 You can also copy text in the HTML Editor including HTML formatted content such as HTML forms You can add images to the message by using predefined logos The file attachments will be sent to all recipients of the message Click Done ai If you wish you can click the navigation icons to verify that your changes have been reproduced in the email message that will be sent to each candidate Click Continue p gt Click Send The message sent to all the recipients contains the changes you indicated CONFIDENTIAL INFORMATION Page 10 6 Creating Reports Manager WebTop User Manual Chapter 11 Creating Reports Using Taleo Reports Recruiters if they have access to the Staffing Metrics Reporter in the Manager WebTop can view a wide range of custom and standard reports Filtering and grouping features in InfoView and WebIntelligence enable users to determine which data is displayed in the reports and how it is organized an
77. e Manager WebTop that are mentioned in this manual or in the online help If you have any questions on your organization s particular configuration please contact your Taleo representative Return to the main menu Return to the Requisition List Return to the Search window Return to the top of a list Cancel the requisition you are creating without saving the changes Close the candidate file Save the requisition you are creating If you are editing a draft requisition all the changes will be saved and the requisition will no longer have the draft status Save the information in a requisition or in a candidate file Add a selected element to a list of available elements Remove elements from a list of selected elements Return to the previous page Access the following page Save the requisition you are creating in a draft format You can edit requisitions in draft status Move from one page to another or move directly to the first page or to the last page of a list In the HTML Editor view a correspondence message or a job description or qualifications text Paste the information that was entered in the Internal Page to the External Page Perform the selected action without closing the window when you want to pertorm more than one action on a candidate file Apply an existing model for questions and skills CONFIDENTIAL INFORMATION Page 2 2 Mana
78. e candidate of the change The Correspondence Wizard will open after clicking Apply See Overview on page 10 2 Enter comments in the Commenis field 5 Click Done CONFIDENTIAL INFORMATION Page 8 6 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Rejecting a Candidate You can Reject a candidate when you decide not to hire a candidate When a candidate declines the job offer you can enter Comments and Dispositions motives to specify why the candidate has declined the job Comments and dispositions can be mandatory You can reject an application and choose one or more than one disposition or motive for this action 1 In the More Actions list select Reject Candidates The Action Dialog opens with Reject Candidates selected In Details or Disposition select the reason s why the candidate was rejected Select Send Correspondence to inform the candidate of the change The Correspondence Wizard will open after clicking Apply See Correspondence Manager on page 10 1 Enter comments in the Comments field A comment is mandatory with the rejected action 5 Click Done Hiring a Candidate for the Same Requisition The Reset Selection Process action allows hiring managers to rehire a candidate on the same requisition This situation can easily occur in temporary jobs contract jobs summer jobs for example This action re initializes the workflow of step New first step of the workflow
79. e ideal candidate criteria to determine prescreening skills and or job specific questions as well as to determine the scoring strategies appropriate for the requisition 2 ACE Communications Automated Communication Exchange Automated system messages and candidate identitication Provides recruiters with real time notification of candidates meeting the ACE criteria threshold This threshold was established on the requisition to determine a top candidate 3 ACE Candidate Management Accelerated Candidate Evaluation Scoring sorting and selection system Provides automated prescreening activities that cut cycle time You have options to sort candidates to focus your time and energy on those you have identified as top candidates 4 ACE Hire Review Analysis Assessing Candidate Excellence Structured approach to measuring quality of hires Provides you with a review stage to measure the entire ACE process and build quality in overall hiring This assists you in evaluating the quality of ACE candidates to ensure that ACE criteria are reflective of ideal candidates Key Benefits of ACE Recruiting Each ACE step enhances your hiring process The entire ACE process improves consistency quality and objectivity This in turn streamlines hiring time frames and improves the overall quality of hires CONFIDENTIAL INFORMATION Page 15 2 Manager WebTop User Manual Chapter 15 Scoring and Weighting Weighting and Criteria for Skills and
80. ection step related to that requisition Selection Steps The CSW lets you move candidates from one selection step to another Here are a few examples of selection steps New 1st Interview 2nd Interview Testing Reference check Offer Hired etc The selection steps and statuses may vary according to the candidate selection workflows enabled at your organization Step Statuses Selection steps include Statuses that indicate the progression of a candidate in a specitic selection step For example in a 1st Interview step the status may be To be Scheduled Scheduled or Passed As several reports are organized around candidate selection steps and statuses it is ess one important to document your daily activities by updating candidate files and performing candidate steps and status changes accurately and consistently Special Rules for the Candidate Selection Workflow e Candidate selection workflows steps and statuses are included in the requisition e Selection steps may vary from one requisition to another e You can view selection steps tabs in candidate lists related to specific requisitions Go to Welcome Page View My Requisitions Candidate List CONFIDENTIAL INFORMATION Page 8 9 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates e To view candidate selection steps the requisition must have been created with a sequential candidate selection workflow For more information
81. em then recruiter or manager responses will be overwritten Trackin Displays the history of the candidate s application such as status g play ry pp changes information updates and comments added by recruiters and hiring managers involved in the process CONFIDENTIAL INFORMATION Page 6 15 Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates Candidate File Toolbar Prints the candidate file See Printing a Candidate File on page 8 13 Attaches a file to the candidate file See Attaching a File to a Candidate File on page 8 11 amp Adds comments to a candidate file See Adding Comments to a Candidate File on page 8 12 eZ 2 NES The Routing icons are activated and configured by your system administrator They require proper user permissions could change the candidate s status to the next appropriate status could change the candidate s status to Rejected could change the candidate s status to Under consideration could move the candidate to the next appropriate step More Actions Contains a list of actions that can be pertormed on candidates Opening a File Attached to a Job specific Application 1 Click View My Requisitions ae eS On the My Requisitions tab click the name of the requisition on which the candidate applied Click the Candidate List tab and then click the name o
82. ence How Do Create a Requisition Click Create a Requisition on the main menu Select a posting option e Create a requisition and post it The requisition will be posted on internal career sections only 2 or on internal and external career sections depending on the requisition workflow e Create a requisition without posting it The requisition will not be posted on internal or external career sections e Click Next Select a requisition type e Professional recruitment Create requisitions for professionals e Hourly recruitment Create requisitions for hourly personnel 3 e Campus recruitment Create requisitions for campus students or graduates e Executives recruitment Create requisitions for executives Note This option may not be visible if your organization uses only one requisition type e Click Next Select Requisition Autofill options e Specify the Position ID or Job Title Click Search to open the Position selector Select a position Certain fields relative to positions will automatically be filled in the requisition form Specify the Job Template 4 Click Search to open the Job Template selector Select a position Certain fields relative to job template will automatically be filled in the requisition form Note This option will be available if you have selected want to use the automatic filling option of the requisition wizard in My Setup e Click Next
83. ent Equity Canada information entered 6 Regulations Regulations Update EEO USA information updated 6 Regulations Regulations Update Employment Equity Canada information updated 6 Regulations Regulation tab has been modified Regulation tab snapshot 7 Candidate Info Contact information Initial entry 7 Candidate Info Contact information Update 7 Candidate Info Contact Information Update Field Name before change 7 Candidate Info Basic profile Update Field Name before change 7 Candidate Info New password generated 7 Candidate Info Candidate shared The information on this candidate has been shared with 7 Candidate Info Exported to SAP 7 Candidate Info Profile tab has been modified Profile tab snapshot 8 Resume Cover Letter Update Cover letter before change Details 8 Resume Pasted resume Update Pasted resume before change Details 8 Resume Career Objectives Update Career objectives before change Details 8 Resume Supplementary Comments Supplementary comments before Update change Details 8 Resume Education Added CONFIDENTIAL INFORMATION Page 8 29 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Category Tracking Event Event Detail 8 Resume Education Removed 8 Resume Education Update Field Name before change 8 Resume Work experience Added 8 Resume Wor
84. entary Comments Note Updates done to any of these fields appear in the tracking as an update to the field An hyperlink is provided to view the field as it was before the update Updates to the Work Experience block Current Job check box Employer Job Function Start Date End Date Supervisor s Name Supervisor s Phone and Achievements Note Updates done to any of these fields appear in the tracking as an update to the block An hyperlink is provided to view the block as it was before the update Updates to the Education block Institution Program Education Level GPA Start Date and Graduation Date Note Updates done to any of these fields appear in the tracking as an update to the block An hyperlink is provided to view the block as it was before the update Propagation Skills and questions updates were previously tracked but they were tracked only on the application where the update was done even if many applications were affected by the change Now if an update is done on question 1 of application A and this update affects applications A B and C the update appears in the tracking history of applications A B and C Key benefits of events tracking Saving you time At a glance view of the candidate s application tracking history now that all updates are tracked the Staffing WebTop user does not have to manually compare information contained in a candidate s application using snapshots to determine what has changed over
85. es have been made by another user to a candidate file or to a requisition that you own Print Print a requisition a requisition list a candidate file candidate list or a preview page Create a new requisition based on the information contained in the requisition that is currently open Remove items from a list 3P Add items to a list imj Remove or delete an element in a list Indicates disqualified candidates in a candidate list or in a candidate file header A Indicates that the candidate disqualification question results and answers must be verified CONFIDENTIAL INFORMATION Page 8 3 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Opening Candidate Files You can access information provided by the candidates who applied on a requisition using one of the following methods Opening Candidate Files from My Requisitions 1 On the main menu click Requisitions 2 In the My Requisitions tab select a requisition and then click the number under the gg column The number represents the number of candidates who have applied on the selected requisition and who have been matched to the requisition The Candidate List opens displaying the candidates linked to the selected requisition 3 Click the candidate name The Candidate File opens Candidate Selection Workflow tabs for example All New 1st Interview 2nd 5 Interview etc are only available
86. ew regulation 3 of the Office of Federal Contract Compliance Programs OFCCP regarding the collection of gender race and ethnicity data for each candidate When performing a search search criteria and or results are archived in the database The information is kept in the database for two years 3 Enter as many criteria as necessary The various fields are described in Understanding Search Fields on page 9 4 Determine if you want to view Disqualified Candidates and External and Internal candidates 5 Click Search CONFIDENTIAL INFORMATION Page 9 3 Manager WebTop User Manual Chapter 9 Searching for Candidates Understanding Search Fields Keywords The Advanced Search returns keywords found in candidate names addresses phone numbers pasted resumes cover letters additional information text answers to prescreening questions the last three files candidates attached the last two files recruiters attached program descriptions institution descriptions employers names job function descriptions recruiter comments source descriptions event descriptions and all text based custom fields Conjunctions prepositions articles and other words in English that are not key to searches are ignored by the search engine Such words are often called stop words However stop words in languages other than English are treated as valid search terms For example if you search for les institutions the French equiv
87. f the candidate Click the Resume tab The Attached Files section on the tab consists of two subsections The Job specific Attachments subsection lists all files the candidate has attached to the specific job application The Other Attachments subsection lists all other files the candidate has submitted including files the candidate has attached to other applications and to his her general profile If the candidate was matched to the requisition no files are displayed in the Job specific Attachments subsection unless the candidate has attached files to the job specitic application since the match was performed CONFIDENTIAL INFORMATION Page 6 16 Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates 5 To open an attached file click the corresponding file name in the Name column of the Attached Files section Alternately you can open an HTML version of the document by clicking the corresponding link in the Converted File column of the Attached Files section To view the list of file attachments currently associated with a candidate s general profile and all of his her job specific ee applications click the Application field and then click General Profile in the list The Attached Files section of the Resume tab consists of a single list of all the file attachments that the candidate has submitted via job specific applications and his her general profile CONFIDENTIAL INFORMATION Page 6 17 Man
88. formation to other users 8 Enter comments If you have selected Rejected or Declined statuses comments are mandatory You can apply Change Status and Move to multiple candidates 9 You can change the status of multiple candidates if all the candidates are at the same step and at the same status in the selected step CONFIDENTIAL INFORMATION Page 3 13 Manager WebTop User Manual Chapter 3 Quick Reference How Can Match Candidates to Requisitions 1 Click Candidates on the main menu My Candidates list opens Select the candidates that you want to match to the requisition or select the checkbox to the 2 right of the AIF flag on the column header bar if you want to select all the candidates at once 3 Click d sMatch g amp or select Match in the More Actions list The Requisition Selector opens Select a requisition or click the checkbox on the column header bar if you want to select all the candidates at once Click Add and then click Done pop up message will ask you if you want to send an email to each candidate to request more information 5 e Click Yes to send an email message to all matched candidates e Click No if you don t want to send messages to the matched candidates The system will automatically match the selected candidates to the selected requisitions Click My Requisitions tab to view the My Requisitions list The number of candidates matched to the requ
89. from the list select the approvers then click Click Save CONFIDENTIAL INFORMATION Page 4 6 Manager WebTop User Manual Chapter 4 Modifying My Setup Defining Frequent Approvers for Offers If you have access to My Setup you have the ability to overwrite the default approvers set by your system administrator These approvers will be automatically selected when creating offers When selecting approvers the selector only displays users who can be potential approvers An approver must be an active user and have the permission to approve offers When an offer is ready to be approved by selecting the Request Approval action the approval path is selected as follows If you have selected offer approvers in My Setup these approvers will be automatically selected If you have not selected approvers in My Setup the approvers set at the department level by the system administrator will be selected automatically Only the approvers who have the right to approve the offer will be displayed It is possible that no approvers are displayed if none of them are allowed to do the approval Click My Setup Click Frequent Approvers Offers To add approvers click P select the desired approvers in the list then click Done You can also use the Show list to find the desired approvers To change the order of the approvers select a number from the list next to the approver then click Reorder To remove one or several approvers fr
90. g the candidate for an interview ensure that the information is in ZT the candidate s language 3 Clear Invite the candidate if you do not want to invite the candidate to the interview 4 Click Je Search next to the Organizer field to select an interview organizer other than user creating the interview The Organizer field is required 5 Inthe Attendees field enter the name or email address of each attendee If several attendees are invited separate the email addresses with a comma Internal and external email addresses can be used z Click Search tg validate the email addresses of internal attendees before ne sending the interview request If the candidate has no email address you will still be able to schedule an interview but you will have to print the interview invitation and send it to the candidate by fax or regular mail The hiring manager is invited by default If the organizer is the hiring manager the recruiter is invited If the organizer is the recruiter the hiring manager is invited If the organizer is another person the recruiter is invited CONFIDENTIAL INFORMATION Page 8 17 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates The system requires at least one attendee at an interview If the candidate is invited the Attendees field can be empty since the candidate is considered an attendee If the candidate is not invited the Attendees field must contain at least one a
91. ger WebTop User Manual Chapter 2 Buttons and Icons Print the requisition End the requisition creation process and close the requisition Select Open a selection menu Search Open Selector Windows user department job template skills questions etc Add selected candidates to a requisition A Add comments in a candidate file Attach a file resume presentation letter or any type of document to a candidate file off Enter Grade Select an action enter grade add comments or attach a file enter details grade and enter comments 1 Create Requisition Create a new requisition Cancel Requisition Click to cancel a requisition Contact Recruiter Send information or comments to the recruiter a Duplicate a requisition or a candidate E Create customized candidate lists Expand and collapse headers in a Requisition or in a Candidate File Clear a search result or a selection El Open the calendar s Match Match a candidate to a requisition da Share Share a candidate with other users 3P Add items to a list Remove items from a list Print Print a requisition a requisition list a candidate file candidate list or a preview page 24 Reorder Reorder questions and skills included in a template lal Save as Default Save as default search parameters in Candidate Search Send inf
92. hest It also reduces chances of multiple recruiters or managers working on the same candidate simultaneously A new column is available when setting a list format Most Advanced Progression Status see List_ Format Selector on page 6 10 When this column is selected an icon appears in the Manager WebTop indicating the furthest active progression status of a candidate across all positions where he she is being considered Statuses are based on the reference workflow and there is one icon for each of the possible job application status of the application workflow Icons are displayed for active candidates on active requisitions New E Reviewed First second and third interview Testing Offer Hired In the scenario below a candidate has applied to four jobs Job Job Status Candidate Status Active for sourcing New gt To be Reviewe 2 Closed Interview 2 gt To be Scheduled 3 Active for sourcing Offer gt Rejected 4 Active for sourcing Interview 1 gt To be scheduled CONFIDENTIAL INFORMATION Page 6 11 Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates ds 8 The icon that would appear for this candidate across all contexts would be Interview 1 4 because it is the furthest active progression status on an active job Both requisition status and candidate status must be active to be considered for the furthest active pr
93. ications Filters allow you to display the desired tracking event Each tracking event is linked to a category and filtering is performed by category There are 103 distinct combinations of tracking event event details in the application and each combination belongs to 1 of the 11 categories The categories are e Agent e Candidate Progression e Comments e Screening Services e Questions and Skills e Regulations e Candidate Information e Resume e Correspondence e Attachments Candidate File Update By default when accessing a candidate file only Candidate Progression events related to Candidate Selection Workflow moves Comments and Attachments are selected You can select to view other categories These selections are kept when navigating to the next candidate but they will not be kept when leaving the candidate file Displaying the Tracking of Specific Applications In addition options allow you to select the applications that you want to view in the application tracking history For example it is possible to view only the applications for which the candidate is In Hiring Process thus hiding all applications that are either Rejected Declined Deleted or Hired and also all applications that are tied to Requisitions other than Open of On Hold Please Note The option Show candidate history relating to all applications was replaced by the list Show tracking for the following applications The list Show tr
94. idate When pertorming a search search criteria and or results are archived in the database The information is kept in the database for two years Enter a keyword Note It is not necessary to enter a keyword to perform a search 4 In the Last Update list select a period of time 5 In the Internal External list select if you want to include internal and or external candidates 6 In Disqualitied Candidates select if you want to include or exclude disqualitied candidates 7 Select a specific country state province or city The Location Selector opens 8 Click More Criteria to select additional search criteria 9 Click Search to start the candidate search process CONFIDENTIAL INFORMATION Page 3 16 Manager WebTop User Manual Chapter 3 Quick Reference What Can Do in the Candidate Search Results Page In the Candidate Search Results list you can 2 Filter candidates using the Show tool See Selection Tools on page 14 1 3 Click Print to print the candidate list or a list of selected candidates 4 Select candidates and click Match to match selected candidates to a specific requisition 5 Select candidates and click Share to send information on selected candidates to other users 6 Select Recipients Content and add Comments for the users you will share the information with Click List Format to select a new list format in the Candidate Search Results page
95. ion from the Prescreening Screening Resume and Profile tabs and may be further limited by the organizer s access privileges The file never contains confidential candidate information from the Offers Tracking and Regulations tabs Also files attached to the candidate record for example a resume are not included CONFIDENTIAL INFORMATION Page 8 18 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates 13 Select Send requisition to attendees but not to candidate if desired The requisition file attached to the email message only contains information from the Logistics and Description tabs You must have the proper permissions to attach the candidate file and requisition to g the interview being scheduled Since the content of the candidate and requisition files depends on the viewing permissions of the user scheduling the interview some attendees may not have access to information they normally would have mmn The candidate will not receive the candidate or the requisition files Meeting organizers have the ability to share instead of send the candidate file and the requisition with the attendees candidates neither receive nor have access to this information To have access to this feature a setting in the Administrator WebTop must be activated When activated the Schedule an Interview window mostly remains unchanged except for necessary label changes Send candidate file and Send requ
96. is cover page can be customized as is the case for other types of messages However there is only one cover page for the entire organization The Correspondence Manager does not actually send a fax or a letter These sons actions must be performed manually by the hiring manager However the printing action in the Correspondence Manager is how the system registers that a fax or a a letter has been sent If you wish enter comments in the Reference Comments field Click Continue Select each paragraph you want to include in your message Click Continue See Overview on page 8 2 10 For subsequent steps see Editing Correspondence Sent to a Single Candidate on page 10 4 CONFIDENTIAL INFORMATION Page 10 3 Manager WebTop User Manual Chapter 10 Correspondence Manager Editing Correspondence Sent to a Single Candidate To view the previous steps see Creating Correspondence While Changing a Candidate s Step or Status on page 10 3 1 On the following screen click Edit 2 Make your changes to the text and add file attachments if you wish You can apply HTML formatting to the text See HTML Editor on page 13 1 You 7 can also copy text in the HTML Editor including HTML formatted content such as HTML forms You can add images to the message by using predefined logos 3 Click Done 4 Click Continue 5 Click Send The message sent to the recipient contains the changes
97. isition become Share candidate file with attendees but not with the candidate and Share requisition with attendees but not with the candidate 14 If desired click Preview to see how the information will appear in the message sent to the attendees 15 Click Send to send the interview invitation If the candidate has no email address click Print to print the interview invitation and send it to the candidate by fax or regular mail Viewing Information on Scheduled Interviews Interview information can be viewed in e the Candidates list under the Interview column e the Candidate File under the Tracking tab e the Candidate File in the header You must have the permission to view sensitive candidate information to access the Interview Information window RE CONFIDENTIAL INFORMATION Page 8 19 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Candidates list Interview column 1 Inthe Candidates list click the link in the Interview column The Interview Information window opens en Your system administrator must activate the Interview column and you must add it to the Candidates list using the List Format Selector icon B Candidate File Tracking tab 1 Open the candidate file Click the Tracking tab In the Details column view the time and location of the interview 3a Click Request sent The Interview Information window opens Candidate File in the Header 1 Open the
98. isition s you selected previously will be indicated under the amp column CONFIDENTIAL INFORMATION Page 3 14 Manager WebTop User Manual Chapter 3 Quick Reference How Can Share Candidates with Other Users In the candidate list select one or more candidates 2 Click a Share Or select Share in the More Actions list The Candidate Sharing window opens 3 On the Recipients tab click a to select users and to remove users 4 On the Contents tab select the type of information you want to share with the recruiter 5 In the Comments tab enter information and comments that you want to share with the recruiter 6 Click Preview to view all the information in the message 7 Click Share to send the information to the selected users CONFIDENTIAL INFORMATION Page 3 15 Manager WebTop User Manual Chapter 3 Quick Reference How Can Search for Candidates 1 Click Search for Candidate on the main menu The Candidate Search window opens If activated by your system administrator you might have the ability to select the requisition for which you want to archive search criteria and results To do so open the selector window to select a requisition 2 Note This feature is only available to U S clients in order to comply with a new regulation of the Office of Federal Contract Compliance Programs OFCCP regarding the collection of gender race and ethnicity data for each cand
99. k The Requisition page opens See Requisition File Description on page 6 13 Editing a Requisition If you have the proper permission you can edit a requisition 1 In the My Requisitions page click the requisition title hyperlink The Requisition page opens 2 Click the Edit button to access to the requisition creation wizard Or click the Edit link to edit each information block separately A The requisition wizard is available as long as the requisition is in Draft status and was created in the Manager WebTop The Assignment block and the Structure gm ES block cannot be edited for data consistency reasons Duplicating a Requisition 1 Open a requisition 2 Click A The requisition creation wizard opens 3 Enter required information See Creating a Requisition on page 5 1 Printing a Requisition 1 Open a requisition Click The Print window opens Select the desired options Click Print CONFIDENTIAL INFORMATION Page 7 2 Manager WebTop User Manual Chapter 7 Managing and Processing Requisitions Requesting a Contribution You can request contributions and select a contributor For each contribution a task is created If the selected contributor is a Staffing WebTop user a contribution task appears in the My WebTop page under Tasks If the selected contributor is a Manager WebTop user an email message is sent The Manager WebTop user must login to the Manager WebTop and use the
100. k experience Removed 8 Resume Work experience Update Field Name before change 8 Resume Resume tab has been modified Resume tab snapshot 9 Correspondence Correspondence sent 9 Correspondence Message Printed 9 Correspondence Sent 10 Attachment File attached 10 Attachment File deleted 11 Candidate File Update Entered the candidate s profile Via Capture Resume 11 Candidate File Update Submitted profile 11 Candidate File Update 11 Candidate File Update 11 Candidate File Update Submitted profile Updated profile Updated profile Via File Import Following a request for more infor mation 11 Candidate File Update 11 Candidate File Update Updated profile Updated the candidate s profile Via File Import Via Capture Resume 11 Candidate File Update Application updated 11 Candidate File Update 11 Candidate File Update Application updated Updated the candidate s applica tion Via File Import Via Capture Resume CONFIDENTIAL INFORMATION Page 8 30 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Merging Candidate Files As a recruiter you will often find duplicate candidate files in your normal course of business after performing a quick search or an advanced search If you find potential duplicate files you can use the merge action to merge the candidate files into one file The merge action is available in the following contex
101. l existing locations World Displays locations with specific world region name elements Region Country Displays locations with specific country name elements State Displays locations with specific state or province name elements Province City Displays locations with specific city name elements Keyword Displays locations according to a specific keyword in either the location s country state province region or city Your company levels may be labelled differently CONFIDENTIAL INFORMATION Page 14 5 Manager WebTop User Manual Skill Selector Available criteria for these windows are All Displays all available skills Technical Displays skills with specific name elements Skill Primary Skill Displays skills that are primary skills for a category and contain a specific of element Keyword Displays skills with a specific keyword Visible by Displays skills visible to all candidates external candidates or internal candidates This filter is only displayed if it has been activated in the Administrator WebTop Skill Library Allows users to search for Taleo skills or Company skills that are not already defined in the company s Prescreening Skill Library Question Selector single or multiple Available criteria for these windows are All Displays all questions Question Displays questions with specific elements Answer Displays questions with specific an
102. lace of PES IC SINS a Radars 9 5 Locati n Selefon a TE Rik en A nie 9 6 More ri rie A wea tangs send blade asad dialect NT N a ten tons 9 6 Candidate Search RESUS csee iain iorra en demie 9 7 Additional Information on Candidate Search Results 9 7 Other Advanced Search Options aki 2 8 cece nn nent 9 9 Contiguring theList Formats rirerire RATT eee Cr CEN ee te pe nner den E Ae E 9 9 Printing Candidate Mormat nernszssens uni nadia 9 9 Boolean Operators Syntax and the Keywords Field CONFIDENTIAL INFORMATION vii Correspondence Manag r sssnsa sn er ne 10 1 Ove NS a NN nee gael Moe sta te nt ie lea lens 10 2 Buttons and ICONS aera ee tere ear Te nu aT 10 2 Creating a Message Using a Template ss sm unes faalermmpeiauagiess 10 3 PCMH MCMC Messa Jetna RER nt At Re a e A R 10 4 Creating RED OM Sioa RE A RE LE 11 1 Using CIE Reese ds nette trente 11 2 Accessing Onboarding PROCESSES RUSSE RS ne a te a 12 1 Accessing Onb arding Processes sotesnio eve Se ecard ice teen dnd hie ne 12 2 PUPAE CIO i enen cantante E dnlnb lace aka talc E S 13 1 OYE one nec eee ERE Pe A E ee ER E N BOO ns 13 2 Selecting a Text or Background Corinne ahsmatalihenitioh 13 3 FSI d Table een A E E EE E AA NE E EE tas 2 13 3 SEISCTING G Special Character sissioni e a Re O ee 13 3 Late Sel Checker innnan aa A A E AAN 13 4 S nat A casa 13 4 Finding Ter tn O ed td 13 4 Clearime Microsoft Word Codec asser rs cm 13 5 Selection VG Seesar vues ee aN oS ela a
103. lected candidates to a specific requisition e Select candidates and then click amp to send candidate information to other users e Select candidates and then click B to attach a a document resume presentation letter education documents etc CONFIDENTIAL INFORMATION Page 3 11 Manager WebTop User Manual Chapter 3 Quick Reference How Can View Candidates Attached to My Requisitions 1 Click Requisitions on the main page The Requisitions and Candidates page opens In My Requisitions list select a number under the column The number represents the 2 number of candidates who have applied on the requisition and who have been matched to the requisition The Candidate list opens displaying the candidates linked to the selected requisition 3 In My Requisitions list select a requisition The Requisition tab displays information on the requisition 4 Click the Candidate List tab The candidates linked to the selected requisition appear Note If no candidates are linked to the requisition the candidate list will be empty CONFIDENTIAL INFORMATION Page 3 12 Manager WebTop User Manual Chapter 3 Quick Reference How Can Change a Candidate s Status or Step Click Requisitions on the main page The Requisitions and Candidates page opens In My Requisitions list click on a number under the column e The number represents the number of candidates who have applied on the requi
104. lick Save Defining Frequent Approvers for Requisitions If you have access to My Setup you have the ability to overwrite the default approvers set by your system administrator These approvers will be automatically selected when creating requisitions When selecting approvers the selector only displays users who can be potential approvers An approver must be an active user and have the permission to approve requisitions The system administrator cannot modify the approver list that you have set under My Setup When a requisition is ready to be approved by selecting the Request Approval action the approval path is selected as follows e f you have selected requisition approvers in My Setup these approvers will be automatically selected e f you have not selected approvers in My Setup the approvers set at the department level by the system administrator will be selected automatically Only the approvers who have the right to approve the requisition will be displayed It is possible that no approvers are displayed if none of them are allowed to do the approval 1 Click My Setup 2 Click Frequent Approvers Requisitions 3 To add approvers click 4 select the desired approvers in the list then click Done You can also use the Show list to find the desired approvers 4 To change the order of the approvers select a number from the list next to the approver then click Reorder 5 To remove one or several approvers
105. ll to change all occurrences of the word Ignore the word 1 Click Ignore to ignore this occurrence or Ignore All to ignore all occurrences of the word Click Done to close the spell checker and save your corrections Inserting a Link l 2 3 In the HTML Editor select the text Click amp The Link Properties window opens In the Address field enter the address of the link with the proper protocol Web site email etc Click Done Finding Text l oe ok eS In the HTML Editor click amp The Find window opens Enter the search text in the Find field Select Match whole word only to find the exact text you entered and not just a fragment Select Match case to make the search case sensitive Select Up or Down to search above or below the cursor position Click Find to start the search or to look for the next entry Click Cancel CONFIDENTIAL INFORMATION Page 13 4 Manager WebTop User Manual Chapter 13 HTML Editor Cleaning Microsoft Word Code In the HTML Editor click lt 3 to remove conflicting Word code in existing requisitions When pasting text from a Word document in a current requisition the following message appears 3 Staffing WebTop Web Page Dialog x Pasting Text The text you v nt to paste seems to be copied from a Word document Do you v nt to remove conflicting Word code before pasting the text to ensure the text vill be displayed properly CONFIDENTIAL INFORMATION Page
106. lly in the job offer The contents of the fields in this section appear with the job offer on the Intranet only You can therefore use the internal description fields to provide sensitive details such as specific project or product names knowing that only employees will see this information l In the Contact Name field click j2 Search to select a contact person You may enter your own name or the name of someone who is informed of the requirements regarding the requisition In the Contact Email field if the email address does not appear automatically click E Search to select the contact In the Opening Date field click El to select the date when the position will open CONFIDENTIAL INFORMATION Page 5 10 Manager WebTop User Manual Chapter 5 Creating a Requisition 4 Inthe Closing Date field click El to select the date when the position will close The opening and closing dates refer to when the company offers the position These dates may differ from the posting sourcing dates 5 In the Description field enter a description or copy and paste text from another source 5a To format the text select formatting options from the Description toolbar Rich text format is supported See HTML Editor on page _ 13 1 6 In the Qualifications field enter qualifications or copy and paste text from another source The Qualifications toolbar contains the same formatting features as the Description toolbar
107. mation to the selected users CONFIDENTIAL INFORMATION Page 8 5 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Hiring a Candidate If your candidate has accepted the job offer you can hire the candidate 1 Open the candidate file 2 In the More Actions list select Move The Action Dialog window opens with the Hire step selected 3 Ifa message template is associated to the Hire status you can select Send Correspondence if you want to inform the candidate that he or she has been hired The Correspondence Wizard will open when you click Apply See Correspondence Manager on page 10 1 4 In the Details section enter a Start Date using the pop up calendar 5 Enter notes and comments to in the Comments field 6 Click Done Please Note If you are incapable of completing the Hiring process it may be because you do not have the appropriate user permissions to do so In some organizations only recruiters or supervisors are authorized to hire candidates Please review your user permissions with your system administrator Indicating a Candidate Has Declined You can select Candidate has declined when the candidate has indicated that he or she is no longer interested in the position 1 Open the candidate file 2 Inthe More Actions list select Candidate has declined The Action Dialog window opens with the Candidate has declined action selected 3 Select Send correspondence to inform th
108. n Click the number under the amp column to access the Candidate List tab where you can view all candidates linked to the selected requisition e Open a selected requisition and access requisition information and candidate information Click the Candidate List tab to view the list of candidate linked to the selected requisition Click the Content sub tab to view the requisition content Click the History sub tab to view the different actions that were performed on the selected requisition CONFIDENTIAL INFORMATION Page 3 9 Manager WebTop User Manual Chapter 3 Quick Reference How do Modity an Existing Requisition Open an existing requisition Note If you want to make changes to an existing requisition the status of the requisition must be Draft In the requisition move to the page that needs to be modified using Previous and Next 2 buttons See How Do Create a Requisition on page 3 4 to make changes in appropriate Steps CONFIDENTIAL INFORMATION Page 3 10 Manager WebTop User Manual Chapter 3 Quick Reference How Can View My Candidates Click Candidates on the main page The Requisitions and Candidates page opens On the My Candidates tab you can e Filter candidates using the Show tool e Select a candidate and open a candidate file e Click amp to print the candidate list or a list of selected candidates e Select candidates and then click g to add se
109. n Icons beside the title give information relative to the requisition To find the meaning of an icon place the pointer over the icon until the tooltip appears Indicates that there is an urgent need to fill this requisition Indicates that the ACE candidate alert has been activated for this wr requisition Indicates that the daily recruiting report has been activated for this iil requisition ia Indicates that the requisition was prevented from being posted Recruiter Identities the recruiter who owns the requisition To toggle between the recruiter the recruiter assistant the hiring manager the hiring manager assistant and the most recent assignee click the Recruiter column title Status Indicates the status of the requisition CONFIDENTIAL INFORMATION Page 6 6 Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates Status Details Provides details on the requisition statuses The following describes the statuses with their status details Draft lt None gt Pending To be Approved Rejected Open Approved Scheduled Posted Expired Unposted On Hold lt None gt Expired Unposted Filled lt None gt Expired Unposted Canceled lt None gt Expired Unposted Deleted lt None gt The following describes the posting status detail information Posted until date Displays the expiry date for the last posting It may also be ongoing Scheduled date
110. n AIF will appear next to the requisition in the requisition list of the recruiter who owns the requisition owner and for the hiring manager specified in the requisition When the requisition is opened the AIF disappears from the list for the current user who just opened it recruiter or hiring manager e Ifthe recruiter owner or the hiring manager changes delegate an AIF will appear next to the requisition in the requisition list of the new recruiter and or hiring manager AlFs that are associated with a job application and or offers are also transferred to the new recruiter or hiring manager e When a requisition is filled and an AIF is associated to the requisition the AIF will remain e When a requisition is cancelled if an AIF is associated to the requisition the AIF will remain The AIFs associated to job application and offers related to that requisition are deleted e When an AIF is associated to a requisition workflow the AIF is displayed when a task is created for a user When the task is pertormed the AIF is deleted e When a requisition is filled the AIF associated to the requisition remain Only AIFs associated to the job applications related to the requisition are deleted When a requisition is cancelled Cancel Requisition the AIF associated to the requisition remains Only AIFs associated to job applications and offers related to the requisition are deleted CONFIDENTIAL INFORMATION Page 2 4
111. n in a career section To request a Screening Service 1 2 Open a candidate file In the More Actions list select Request a Screening Service The Request a Screening Service window opens Select a screening service in the Available Services list If necessary enter comments in the Comments field and then click Apply The system will connect you to the online screening service that you have selected or will send an email to the candidate with additional information Screens options and procedures will vary from one service provider to another Follow online instructions If necessary enter your ID number and password provided by your system administrator for the selected screening service Each service provider may offer a selection of screening services In most cases you will be invited to select a service from a menu or from a list of available services In some cases you might have a specific period of time to select your screening service options The service you select will automatically be attached to the candidate file and will appear on the Screening tab CONFIDENTIAL INFORMATION Page 8 15 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Your system administrator may have configured a specific Response Timeout Delay for each available screening service The response timeout delay will vary according to the service provider and to the type of service provided Timeout dela
112. n the Select a Posting Option page at the beginning of the requisition creation process the Posting page will display the list of career sections where you can post your requisitions e Select internal and or external career sections Select Post as Urgent Need job if you want the job to be posted quickly Note If the With automatic internal posting application flow was selected the Posting page will not appear The requisition will automatically be posted on internal career sections If you need to make changes to the requisition click Previous to go back to previous pages Once you have completed all your changes click Finish Note Once you click Finish it is no longer possible to make changes to previous pages in the requisition CONFIDENTIAL INFORMATION Page 3 7 Manager WebTop User Manual Chapter 3 Quick Reference Thank you Thank you message appears indicating that you have successfully completed the requisition creation process The message will vary according to your posting options Click OK to go to the requisition list in My Requisitions CONFIDENTIAL INFORMATION Page 3 8 Manager WebTop User Manual Chapter 3 Quick Reference How Can View My Requisitions Click Requisitions on the main menu The Requisitions and Candidates page opens On the My Requisitions tab you can e Click Create a Requisition to create a new requisition e View candidates linked to a specific requisitio
113. ndidate has no email address Click OK The Action Dialog window opens 3a The cancellation message sent to attendees contains interview information and an ics file attachment Attendees can click this attachment to cancel the interview meeting in MS Outlook The interview meeting cancellation is not automatic in Lotus Notes Notes users en must manually remove the appointment from their calendar _ _ Select a new status for the candidate Click Done 5 Once the interview is canceled The email message sent to the attendees is identical to the original email message except that Canceled appears in the subject of the email e The ics file attachment is now named Remove from my calendar ics e In the Candidate File the Tracking tab indicates that the interview has been canceled Interview Scheduling and Candidate Selection Workflow Interview scheduling can interact with the candidate selection workflow CSW for proper candidate selection tracking Your system administrator can configure candidate selection workflows so that when scheduling an interview a candidate s status automatically changes to a preset value To automatically change the candidate s status the system administrator must activate the Interview Scheduling Behavior setting for the statuses in question The Interview Scheduling Behavior setting is available only on 1 2 and 3 Interview statuses or any status mapped to these referential statu
114. nformation regarding the candidate e education work experience certifications and references e current version of files attached by the candidate and or recruiter prior versions of files attached by the candidate can be found under the Tracking tab e paster cover letter and pasted resume e eSignature information if you have the required permissions you can view each job submission signed by the candidate The following information is available Statement confirming that the eSignature was provided e IP Address where the statement was signed Date and time when the statement was signed e Reference to the agreement text background check consent information indicates that the candidate has consented to the background check and that all mandatory fields were completed The information cannot be edited Profile Displays the candidate s job location and organization preferences as well as source tracking information that is Source Type Source Event as well as the Explanation Text field if the candidate selected Other as a source type Regulations Displays EEO United States and EE Canada data The Regulations presents all diversity forms that apply to the current application If the candidate provided answers then recruiters and managers are only able to see that the candidate responded They are not able to see the actual responses Recruiters and managers can provide answers until a candidate has provided th
115. ng page Optional If your organization allows separate questions for internal and external candidates you can change the default value displayed in the question s Visible by field Optional Specify if a particular skill is a requirement or an asset for the position To remove questions from the requisition in the Questions section select the items and click To change the order of the questions select a number from the list next to the question Then click Reorder CONFIDENTIAL INFORMATION Page 5 13 Manager WebTop User Manual Chapter 5 Creating a Requisition 10 Click Next A Note on Ace Recruiting ACE RecruitingTM enables you to quickly find top candidates with the information you need without having to sort through long lists of applicants Each ACE step enhances your hiring process The entire ACE Recruiting process improves consistency quality and objectivity to help recruiters and hiring managers streamline hiring time frames and improve the overall quality of hires How does ACE Recruiting work e When candidates apply on a job specific applications they are asked the prescreening questions and skills that you entered in the Prescreening page e Candidates will choose answers that you selected for the questions and skills you entered e You may also have specified a level of importance to certain answers e By selecting answers candidates are automatically prescreened Selecting Screening Services
116. nner 0 5 10 15 20 Intermediate 10 0 5 10 15 Advanced 20 10 0 5 10 Expert 30 20 10 0 5 CONFIDENTIAL INFORMATION Page 15 4 Manager WebTop User Manual Chapter 15 Scoring and Weighting Interest Weight Skill assessment should attribute a higher score to a candidate who is a passionate beginner than to a bored expert Therefore the following scaling factor is applied to the score calculated so far Interest Weight Description None 0 5 divide by 2 Low 0 5 divide by 2 Medium 1 current score High 1 25 25 Proficiency Level Definitions None Candidates have no experience or training regarding the skill Beginner Candidates have received basic training and can perform the skill with some assistance They received classroom or field training either as an apprentice or through an internship Intermediate Candidates have completed at least one successful experience Help from an expert may be required occasionally but candidates can usually perform the skill themselves Advanced Candidates can perform the skill without any assistance They are recognized within their company as the people to ask regarding the skill They might be known in the industry as a specialist They have extensive experience and could teach the subject if they had teaching skills Expert Candidates can answer all questions about the skill and industry related question
117. nsulting consulted consultant Neither search terms nor operators are case sensitive If you do not use Boolean syntax and simply enter a number of words in the Keywords field those candidate files that contain all of the terms will be retrieved If the words AND OR or NOT are present in the Keywords field the search engine assumes they are Boolean operators If you want to search for any of these words and do not want the search engine to treat them as operators use quotation marks For example to search for the exact words speaks CONFIDENTIAL INFORMATION Page 9 10 Manager WebTop User Manual Chapter 9 Searching for Candidates English but is not bilingual enter the following in the Keywords field including the quotation marks speaks English but is not bilingual CONFIDENTIAL INFORMATION Page 9 11 Correspondence Manager Manager WebTop User Manual Chapter 10 Correspondence Manager Overview The Correspondence Manager is designed to help you send messages to candidates It consists of a correspondence wizard that guides you through the process of sending correspondence to a candidate throughout the hiring process According to the action you decide to take in the Action Dialog window the Send Correspondence option can become available For example you could send a message to candidates to invite them to complete their profile to notify them that their application has been rejected etc Buttons and Icons
118. ntent To view actions taken on attached files in the candidate file Tracking tab The Attachments category must be selected in the Tracking Event Categories Z window available by clicking the Modify button General Profile must be selected in the Application list To track actions taken on attached files 1 Open a candidate file 2 Select the Tracking tab 3 Make sure the Attachments category is selected in the Tracking Event Categories window available by clicking the Modify button CONFIDENTIAL INFORMATION Page 8 24 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Tracking Events Related to Candidates It is possible to track events related to a candidate The event tracking mechanism displays an Updated event every time something is modified on a candidate s general profile or specific application The events tracked are Updates to Personal Info First Name Last Name Initial Date of Birth Social Security Number City Zip Postal Code Home Phone Work Phone Cellular Number and Email Note Updates to any of these fields are tracked individually Updates to the Basic Profile fields except OLF Job Level Schedule Education Level Employee Status Shift Advance Notice Job Type Min Annual Salary Travel and Date of Availability Note Updates to any of these fields are tracked individually Updates to Plain Text fields Resume Cover Letter Career Objectives and Supplem
119. o the groups he she belongs to When this permission is granted the Place of Residence search criterion becomes a mandatory field asterisk beside the field name with a default value Also this permission forbids the use of the radius search feature which is not restricted by country but rather by latitude and longitude The groups to which the user belongs determines which locations the Place of Residence search criterion shows See your system administrator to activate this permission CONFIDENTIAL INFORMATION Page 9 5 Manager WebTop User Manual Chapter 9 Searching for Candidates Location Selector Lets you select a location You can enter a location in the field and then press Enter on your keyboard If you have selected a state province or city the Location Selector opens You can also click El to open the Location Selector and then select a specific location See Location Selector single or multiple on page 14 5 More Criteria To view other search criteria that were configured by your system administrator click More Criteria If no additional criteria were selected by your system administrator More criteria will not appear CONFIDENTIAL INFORMATION Page 9 6 Manager WebTop User Manual Chapter 9 Searching for Candidates Candidate Search Results After a search the Candidate Search Results window opens It contains candidates who meet the specified criteria The search engine can retrieve any n
120. ogression status In the Candidates list a new column is available Progression status This column consists of an icon that represents the most advanced progression status of a candidate on a current job application When mousing over an icon a tooltip appears The tooltip indicates the active status and a date For example Most advanced progression status Offer as of 09 19 2007 It is possible to obtain more details on the status by clicking on the icon In the Candidates list the staircase icon remains available and shows the parallel job applications of the candidate In an application specific list the new progression status icon may be displayed while the staircase icon may not be displayed if there is only one job application In the search result list if the staircase icon is displayed the progression status icon is also displayed If no staircase icon is displayed the progression status column is empty It is recommended to remove the staircase icon 1 and to replace it with the Most Advanced Progression Status feature CONFIDENTIAL INFORMATION Page 6 12 Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates Requisition File Description Requisition File Header By default the requisition header is collapsed To view more information about the selected requisition click next to the requisition name This will expand the header to provide information such as the requi
121. oices are Excluded e Included Place of residence You can search where candidates live by specifying the actual and surrounding geographical area or postal code Possible choices are e Location e Within X miles of Zip Postal Code e Within X miles km of Location To do so perform one of the following In the Place of Residence section to specify an exact geographic location click 4 The Location Selector window opens Select a location e Click Done In the Place of Residence section to specify a geographic location with the surrounding area select either Within x Miles of Location or Within x km of Location e Click 4 The Location Selector window appears Select a location e Click Done In the Place of Residence section to specify a ZIP code or postal code with the surrounding area select either Within x Miles of ZIP Postal Code or Within x km of ZIP Postal Code Enter the ZIP code or postal code Choose a country The Within x Miles of ZIP Postal Code or Within x km of ZIP Postal Code search results could include candidates living outside the specitied area or exclude candidates living within the specified area This can occur if candidates indicated a city as their place of residence but did not specify their ZIP code or postal code A user type permission is available to control whether a user is authorized to search for candidates located outside the locations associated t
122. ollaborators Any user not deleted can be a collaborator even non WebTop users these users can be involved in the approval process with the use of the Taleo e share Center To be available the Collaborators field must be activated by your system administrator gr 1 In My Setup window click Frequent Collaborators 2 To add collaborators click dh select the desired collaborators in the list then click Done You can also use the Show list to find the desired collaborators 3 To remove one or several collaborators from the list select the collaborators then click _ 4 Click Save CONFIDENTIAL INFORMATION Page 4 5 Manager WebTop User Manual Chapter 4 Modifying My Setup Setting Candidates Display Preferences 1 In My Setup window click My Candidates 2 Ifthe option By default only show candidates that are in selection process if relevant is selected candidates that are in selection process are automatically filtered in a candidate list By default the permission is not enabled 3 Click Save Enabling the Requisition Wizard Automatic Filling Option The automatic filling option allows you to select automatically filled requisition fields when creating a requisition Disabling the automatic filling option bypasses the Requisition Wizard dialog and the first page of the requisition form is displayed when creating a requisition 1 In My Setup window click My Requisitions 2 Select the option 3 C
123. om the list select the approvers then click Click Save CONFIDENTIAL INFORMATION Page 4 7 Manager WebTop User Manual Chapter 4 Modifying My Setup CONFIDENTIAL INFORMATION Page 4 8 Creating a Requisition Manager WebTop User Manual Overview Chapter 5 Creating a Requisition The Create a Requisition link lets you quickly create and post requisitions Buttons and Icons Save the requisition you are creating in a draft format You can edit requisitions in draft status Cancel the requisition you are creating without saving changes Return to the previous page Access the following page View the Job Description field as it will appear in a career section Paste the information that was entered in the Internal Page to the External Page or vice versa Apply an existing model for questions and Print the requisition na a a End the requisition creation process and close the requisition when it is complete El Search Open selector windows user department job template skills questions etc WSelect Open a selection menu 14 Reorder Reorder questions and skills included in a requisition Remove items from a list a Add items to a list E Remove or delete an element in a list CONFIDENTIAL INFORMATION Page 5 2 Manager WebTop User Manual Chapter 5 Creating a Requisition Requisition Management Multi User Collabora
124. ome of the essential recruiting tasks in a simplified and streamlined manner The Manager WebTop User Manual and the Manager WebTop Online Help describe features delivered with the application and used by most organizations Because Taleo products allow custom configurations and custom fields you may not see components in the Manager WebTop that are mentioned in this manual or in the online help For example if the Search for candidates or Staffing Metrics Reporter features are not available at your organization they will not appear in the main page If you have any questions on your organization s particular configuration please contact your Taleo representative CONFIDENTIAL INFORMATION Page 1 2 Manager WebTop User Manual Chapter 1 Introduction Symbols Used in the Manual ee _ Information that merits particular attention A usetul tip when performing a particular operation A best practice to adopt CONFIDENTIAL INFORMATION Page 1 3 Manager WebTop User Manual Chapter 1 Introduction Pop Up Blockers It is recommended to not use pop up blockers as they may interfere with the application DPI Setting To make sure that the Taleo application displays page content properly it is recommended to set the DPI setting of your computer to 96 DPI Using the Online Help You have ongoing access to online help in the Manager WebTop The Help icon is displayed on almost every page Click the icon to access
125. on Internal Description e In Internal Description enter the following information Contact Name Email opening and Closing Date of the requisition a Description of the position Qualitications required for the position and custom fields UDFs Use the HTML Editor to format text in Description and Qualifications blocks External Description e In External Description enter the following information Contact Name and Email click Search to open the User Selector Opening and Closing Date of the requisition Adescription of the position The qualifications required for the position use the HTML Editor to format text in Description and Qualifications blocks Job Board Summary Description write a summary of the job that will be used on job boards Custom fields UDFs Or click Paste to copy information from the Internal Description page Administration e In Administration enter the following information Citizenship Status Overtime Status and Additional Information Custom fields UDFs e Regulations EE Canada or EEO US CONFIDENTIAL INFORMATION Page 3 6 Manager WebTop User Manual Chapter 3 Quick Reference Prescreening e In Administration enter the following information Disqualification Questions Click to view available disqualification questions It is not possible to add or remove disqualification questions Questions Add or remove questions Skills Add or remove
126. on click Delegate next to Account Information enter the name of the person you want to delegate and the date range and then click Save To specify frequent collaborators click Frequent Collaborateurs Click click the check 3 box next to each person you want to add and then click Done Select the check box next to each collaborator you want to add to your collaborator list and then click Save If you want the system to display only candidates who are in a selection process click My Candidates click the Candidate List Content check box and then click Save If you want the requisition wizard to automatically fill applicable fields click My requisitions click the Requisition Wizard check box and then click Save To create a list of approvers who frequently approve your requisitions click Frequent 6 Approvers Requisitions Click AP click the check box next to each person you want to add and then click Done Select the check box next to each approver you want to add to your frequent approver list and then click Save To create a list of approvers who frequently approve your offers click Frequent Approvers 7 Offers Click click the check box next to each person you want to add and then click Done Select the check box next to each approver you want to add to your frequent approver list and then click Save CONFIDENTIAL INFORMATION Page 3 3 Manager WebTop User Manual Chapter 3 Quick Refer
127. ormation to other users via email imj Remove or delete an element in a list CONFIDENTIAL INFORMATION Page 2 3 Manager WebTop User Manual cons Chapter 2 Buttons and Icons wr The Ace Candidate Alert function is enabled for the requisition In candidates lists indicates a candidate who meets all the required criteria The Attention Indicator Flag AIF flag indicates that changes have been made by another user to a candidate file or to a requisition that you own It also appears when a candidate has made changes to his or her candidate profile The numbers listed under this column header indicates the number of candidates for a requisition fat Internal candidate The candidate already works for your organization Indicates that the daily recruiting report function has been activated for that requisition il Activated languages for a requisition Ge Several languages are activated for a requisition The requisition requires the recruiter hiring manager s immediate attention The candidate is referred by a agent or by a colleague Attention Indicator Flag AIF The Attention Indicator Flag AIF flag is used when changes are made by another user to a candidate file or to a requisition that you or the recruiter associated to the requisition own e When a requisition has just been created or if its status has changed and the requisition has been saved a
128. ou can perform a number of tasks related to the candidate s selection process and to the candidates profile Available actions may vary according to the Steps Statuses and Actions selected for the Candidate Selection Workflows configured by your system administrator For a more information please contact your system administrator Buttons and Icon Return to the top of a list Save the information in a requisition or in a candidate file Return to the main menu Close the candidate file Move from one page to another or move directly to the first page or to the last page of a list Search Open selector windows user department job template skills questions etc 1 Create Requisition Create a new requisition a Share Share a candidate with other users WSelect Open a selection menu Cancel Requisition Click to cancel a requisition ds Match Match candidates to requisitions yf Enter Grade Select an action enter grade add comments or attach a file enter details grade and enter comments a Send information on a candidate to other users 1 14 Reorder Reorder questions and skills included in a requisition Attach files or documents to a candidate file CONFIDENTIAL INFORMATION Page 8 2 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates a a Add comments to a candidate file Chang
129. ployer or Job Function are different Note that the content of custom fields is also merged The candidate file that is not selected is soft deleted that is data can later be restored All new candidate applications are considered for the merge action However existing candidate applications of the master candidate file are not overwritten If the email option was selected in the Merging Candidate Files window an email message is sent to the candidate to inform him her that two candidate files corresponding to his her profile were merged and to invite him her to review the new candidate file If the candidate file is owned by an agent the email message is sent to the agent rather than to the candidate CONFIDENTIAL INFORMATION Page 8 31 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates These messages are available in the Correspondence Manager and can be customized Duplicated Candidate Email Candidate e Duplicated Candidate Email Agent The icon is set on the new candidate file to notify requisition owners who have this candidate in their selection process Events relating to the merge action are displayed in the candidate file Tracking tab Candidate file merged This candidate file has been enhanced with the content of the following file Candidate file merged This candidate file has been merged with the following file Things to consider It is not possible to automaticall
130. possible to make changes on previous pages in the requisition The requisition will be saved with one of the following statuses as e Open ready for posting e Pending if the requisition must be approved by other users CONFIDENTIAL INFORMATION Page 3 5 Manager WebTop User Manual Chapter 3 Quick Reference Requisition Pages and Information Blocks in Requisitions Note Pages and Information Blocks may vary according to the requisition workflow selected by your system administrator Note Information marked with an asterisk is mandatory Structure and Template In Structure and Template enter the following information User Group Job Department Organization Primary Location Other Location Position Id and Job Title and Template Used Code and Job Title Identification e In Identification enter the following information Job Title Requisition Number Justitication Number of Openings Abstract information on the job Custom User Fields UDFs Profile and Compensation In Profile and Compensation enter the following information Profile Employee Status Job Type Schedule Job Level Shift Education Level Education Program Travel Target Start Date and End Date Compensation Currency Minimum and Maximum Salary Pay Basis Vacation Low Quartile Midpoint and High Quartile Salary Commission Relocation Stock options Expense Accounts Car Allowance Bonus and Other Compensati
131. quisitions ras eus Gi et cran tn ce dde 8 5 Sharing M 116 LE LE RE TT RS TR ES 8 5 Hiringa Coil ONE oie AR Re dan ir tee tee nent 8 6 Indicating a Candidate Has D cideurs 8 6 Rejecting Conde ioie iiaa M ERENER E E E a 8 7 Hiring a Candidate for the Same Requisition 2 rien 8 7 Changing Steps and Statuses with One Clicks sens ss tente dent 8 8 Candidate Selection Workflow Actions tent es dr ee de ade heat aia a 8 9 Candidate Selection VV ORK OW a 2075 s er A An riens tete 8 9 Moving a Candidate to Another Sie pasar iets aie cus cate cate pede tae Aa An 8 10 Changing the Status of a Candid Glew cas stars ra een den 8 10 CONFIDENTIAL INFORMATION vi Bypassing STEPS mr tease pea a 0 erly ce ced bed a Rewbeat A a 8 11 Attaching a File t Candidate Files nes s ce in VA 8 11 Adding Comments to a Candidate Filner ck ees er et ces nn M A 8 12 Entering a Grade in a Candidate Filename mn ee Ends tes 8 12 Using theFil Out F ormesinnse ainni cu E ae 8 13 Printing a Candidate Files nent ley a ne 8 13 Printing Several Candidate Plessis Ne as 8 13 Sending a Correspondence to a Condidit s sat des Mn me A 8 14 Unlocking a Candidate Account acre M ne nd nr nu es 8 14 Generating a New Password oean SU En an canta hal ate 8 14 Editing Comments in the Tracking tabs oo ce bd tant etna an ARE 8 15 Requesting a Screening MIS nie 8 15 Starting the Onboarding PrO SSS LS ten ocd dnd Cuenta e A ne 8 16 Scheduling an Neni eWoe seein se dre a T TN an 8
132. r Other Location on the Structure and Template page 4 am looking for a specific template and my results show O templates Why can t find the template am looking for e When selecting a job template in the Job Template Selector check the left pane If Requisitions is selected in the Show field change Requisitions to All f By Job By Location or By Organization is selected change the selection to view other Job Templates e Double check that you are on the specific structure folder or sub folder for the template you are seeking e The Requisition Type of the job template has been disabled 5 When create a requisition don t see the Requisition Types options at the beginning of the process e f only one requisition type is enabled at your organization all the requisitions will be created with the same requisition type In this case the requisition type window does not appear when you create a new requisition 6 When create a requisition don t see the Requisition Autofill page e The Requisition Autofill setting may not be enabled in your user setup e To enable Requisition Autofill click Modify My Setup on the Welcome page The My Setup window opens e On the Preferences tab select the Requisitions sub tab Select want to use the automatic filling option of the requisition wizard 7 When create a requisition don t see the Posting Options page e f only one posting option is available at yo
133. r in the left pane the list associated with the folder or sub folders appears in the right pane More Click F to add search criteria fields Criteria Any Criteria When selected the search results return at least one of the specified criteria All Criteria When selected the search results return all specified criteria Available xx Shows the search results according to the selected criteria Single Selection and Multiple Selections Depending on the context either the Single or Multiple Selector window will open Single Selector windows contain the Available section and radio buttons Multiple selector windows contain the Available and Selected sections and check boxes CONFIDENTIAL INFORMATION Page 14 3 Manager WebTop User Manual Chapter 14 Selection Tools Using Selector Windows Below is the standard procedure for using selector windows The Job Field Selector is used as an example To select a job field 1 Inthe left pane from the Show list select the structure display 2 Select Show Sub folder Contents if required 3 Click Refresh 4 In the right pane from the Show list select the search criteria Click More Criteria to add search criteria 4a Select Any Criteria or All Criteria 5 Click Refresh For a single selection select the job field in the Available Job Fields section For multiple selections select the job fields in the Available Job Fields section Click Ad
134. r phony contest ss ee n e 5 10 Fr onoemEdenalDesenpioma rennais se And nn ared 5 11 Entering Administration Itonmanonsisinseis manne nest nie 5 12 Entering Prescreening normands ee in ne Sats 5 12 Selecting oc ree IAG SERVIC CS ae gt cle ard er tn re 5 14 Assigning a Requisition to a Specific Recruiter 5 14 Assigning an AO DOVE cokes acct och cael MR Re EEE ES die sa 5 15 Verifying the R qustoninonmatons sat ess recent 5 15 POSTING the RegUistioN nerui SES RAS nn od NENO Na 5 16 Delayed POSING ives cus ns TN ee ne dane 5 16 Viewing My Requisitions and My Candidates cccccsseseseeeceeeeeesseeeeeees 6 1 ISIN TW rt oie cass ears EE ben TE BOS ORR IN dre tdi OA 6 2 BUHONS CNG ICONS Lea tre nt no watt tr Cr ee 6 2 MY Reg uisitions UCL ce RE ee des 6 4 SHOW REG UISHIONS LS nes des ne sd dr EN 6 4 My Requisitions Column H aid ns de De nr 6 5 My C ndidates Tabas eenst hesr ns rc ee dr dus dir er 6 7 CONFIDENTIAL INFORMATION v My Candidates lon lbares s sn RS meurent 6 7 BOWE LiTerra oaa Lt A 4 Micke 6 8 My Candidates Cole Mecca cara eae ane ay eh A ne 6 8 List Format Selon Re ti ta clear 6 9 Most Advanced Progression status is nee en es te 6 10 Requisition File D CO ne ds cn dd dei aesaen ecaacan 6 12 R guistion File HeCCel SR D dut ec 6 12 Reg isition File TOGIbGRa MAR ten ait 6 12 R GU MONFIECONeNLTAbis ren ne net nn Ad de ns 6 12 Reguisition File History Tab een Re se
135. re found throughout the application There are two types of selector window Selector windows with a single pane which consists of a Show list and a list of items in a single window e Selector windows with a left pane and a right pane CONFIDENTIAL INFORMATION Page 14 2 Manager WebTop User Manual Chapter 14 Selection Tools Left Pane Show This list is used to select the elements display order By Job Displays the requisitions by job title e By Location Displays the requisitions by location e By Organization Displays the requisitions by organization Show Parent Displays all elements in the parent folder of the tree structure This option Folder might not always be available Contents Show Sub Displays elements in the sub sections of the tree structure folder Contents Tree Represents your organizational hierarchy Structure 4 Selector windows containing a tree structure in the left pane have a button to collapse and expand 22 the tree structure By default these selector windows are collapsed at entry simplifying the interface and leaving that much more room for information in the list When the tree structure is collapsed the name of the item selected in the tree is displayed in the header Right Pane The right pane contains a Show list and a list of elements associated with the folder or sub folders selected in the left pane When you click a folder or a sub folde
136. rest Level Definitions None Candidates have absolutely no interest in performing or learning the skill Low Candidates have a lot of experience and key knowledge regarding the skill but have little interest in pertorming the skill often Medium Candidates would be willing to perform the skill daily in their job High Candidates have a high interest in jobs that require them to pertorm the skill Performing the skill is a high source of motivation They are willing to participate in improving how the skill is performed at the company CONFIDENTIAL INFORMATION Page 15 6 FAQs Manager WebTop User Manual Chapter 16 FAQs Frequently Asked Questions FAQs 1 am creating a requisition and don t see all the pages described in the Creating a Requisition chapter e Pages and Information Blocks may vary according to the requisition workflow selected by the system administrator e New pages and information blocks may have been created e Pages and information blocks may also have been renamed 2 am creating a requisition and cannot see the EEO fields on the Administration page e EEO applies to the United States only The United States location was not selected in Primary Location or Other Location on the Structure and Template page 3 am creating a requisition and cannot see the EE fields on the Administration page e EE applies to Canada The Canada location was not selected in Primary Location o
137. riterion 2 In the contains is field enter your search or click the 2 Search button Click Refresh 3 Optional Add more criteria to broaden or narrow your search Click HI next to More Criteria Select filter criteria from the lists Enter additional search terms in the fields that appear or click the selector icons Click Any Criteria Or to broaden the search or All Criteria And to narrow the search Click Refresh to update the candidate list Candidate List Column Headers The candidate list provides information such as candidate identification information selection step status education employers test results etc Columns may vary according to the list format selected by the system administrator You may also personalize your list format See My Candidates Column Headers on page 6 9 List Format Selector Depending on your company s configuration and your permissions you may be able to view various list formats or build your own personalized list format See List Format Selector on page 6 10 CONFIDENTIAL INFORMATION Page 6 19 Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates CONFIDENTIAL INFORMATION Page 6 20 Managing and Processing Requisitions Manager WebTop User Manual Chapter 7 Managing and Processing Requisitions Opening a Requisition 1 In the main menu click Requisitions 2 In the My Requisitions page click the requisition title hyperlin
138. rors Make all the necessary corrections and then click Finish CONFIDENTIAL INFORMATION Page 5 15 Manager WebTop User Manual Chapter 5 Creating a Requisition Click Print if you wish to print the requisition If you selected Create a requisition and post it in the Select a Posting Option page at the beginning of the requisition creation process the Posting page may open depending on the posting options selected for the requisition flow If you did not select a posting option the Thank You page will open Posting the Requisition If you selected Create a requisition and post it in the Select a Posting Option page at the beginning of the requisition creation process you can select where you want to post it 1 Select internal and external career sections 2 Select Post as Urgent Need job if the job needs to be filled quickly The Urgent Need icon will appear next to the requisition title in the career section 3 If you have selected internal and external posting a job posting notification Email this job to matching internal candidates will be sent to internal candidates only 4 Click Finish Once your requisition is complete the Thank You page appears Delayed Posting If you do not have the permission to approve a requisition your posting selections will be saved until all the users have approved your requisition The selected posting options and the Posting After Approval Requested will be tracked in
139. ry tab in the Comments column 11 When is it no longer possible to make changes to a requisition To make changes to a requisition the requisition must be in Draft status Once the status is changed to Open or Posted the hiring manager must contact the recruiter click Contact Recruiter or send a Comment or call the recruiter to request changes on the requisition 12 Can a hiring manager see the ACE alert icon e Yes hiring managers can see the ACE alert icon in the candidate list if the ACE column is available in the customizable Candidate List Format If the Ace candidate column is not avail able please contact your system administrator See List Format Selector on page 6 10 e The recruiter owner of the requisition can send an ACE Alert email notification to the hiring manager 13 Can a hiring manager see the AIF icon indicating if changes have been made to his or her requisition e Yes the AIF column is always visible in the requisition list and in the candidate list When changes are made to a candidate file or to a requisition owned by the hiring manager the AIF flag will appear next to the candidate file 14 In the Correspondence Manager am using the email message templates How do send the email to more than one person e Use a semicolon to separate names you can use or not use a space after the semicolon 15 If an email message created using the Correspondence Manager is sent to an invalid email address
140. s They have contributed to developing defining or improving the skill They have published a paper on the subject and advanced people actively seek their advice They are often offered jobs Experience Level Definitions None Candidates never had a job where they were required to perform the skill Less than 1 Candidates possess between 1 and 11 months of work experience during year which they had to perform the skill 1 to 3 years Candidates possess between 12 and 35 months of work experience during which they had to perform the skill 3 to 5 years Candidates possess between 36 and 59 months of work experience during which they had to perform the skill 5 years Candidates possess 60 months or more of work experience during which they had to perform the skill CONFIDENTIAL INFORMATION Page 15 5 Manager WebTop User Manual Chapter 15 Scoring and Weighting Last Used Level Definitions Never Candidates have never performed the skill Current Candidates perform the skill as part of their current employment Last Year Candidates successfully performed the skill within the last 11 months ie Seals Candidates successfully performed the skill between 12 and 35 months ago A alta Candidates successfully performed the skill between 36 and 59 months ago nn 99 Candidates successfully performed the skill between 60 months ago or more Inte
141. s automatically changes to Scheduled once the interview is sent to the attendees Performing an Action on Several Candidates Simultaneously You can perform an action on several candidates at the same time To perform an action on several candidates simultaneously 1 In the candidate list select the check box next to the candidates on which you want to perform an action or select the check box next to the AIF flag to select all the candidates in the list 2 In the More Actions list select the action you want to perform If you choose an action that cannot be performed on all your selected candidates a warning message will be displayed 3 Enter the information related to the action you have selected 4 Enter comments in the Comments field if necessary 5 Click Done The changes you have made will appear in all the candidate files that were selected All the changes will be tracked on the Tracking tab in each selected candidate file CONFIDENTIAL INFORMATION Page 8 23 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Attaching Files in the Resume Tab and Tracking Actions Taken on Attached Files You can attach delete and modify files in the candidate s file Resume tab and track actions taken on attached files The application track changes made by both recruiters via the candidate file Resume tab and candidates J Only actions taken on an attached file are tracked not changes to the file co
142. select the type of citizenship status required for the position In the Overtime Status list specify if the future employee will be exempt from overtime In the Additional Information field enter additional information In the organization specitic fields UDFs provide information that is specific to your company It your organization does not use custom fields this section might not be visible In the Regulations section complete the EEO United States or EE Canada section as required The Regulations section is where you can enter information related to regulations that are applicable in the countries where the position is offered Because some statistics required by law might be subject to such regulations it is very important to provide the correct information in the Regulations section If such regulations do not exist in your country or if your organization is not 6 submitted to them this section might not be visible LES Click Next Entering Prescreening Information The Prescreening section lets you view disqualification questions associated with the requisition as well as skills and questions associated with your requisition Skills and questions are automatically suggested for inclusion in the requisition from the competency model created for the job field Skills and questions from a template override those from a competency model 1 2 Click to view the requisition s disqualification questions
143. ser Manual Chapter 8 Managing and Processing Candidates 4 In the Content and Order section select List only to print only a list of the candidates Or select Candidate file details and select the candidate file sections to print and their print order 5 Click Default to set the content and order to the default settings Click Preview to view the printout before printing Click Print Sending a Correspondence to a Candidate 1 Select a candidate file Select Change Status in the More Actions list The Action Dialog opens Select Send Correspondence and then click Apply The Correspondence Wizard opens See Creating Correspondence While Changing a Candidate s Step or Status on page 10 3 Unlocking a Candidate Account The Candidate file becomes locked after a predetermined number of failed login attempts A recruiter or hiring manager with the proper permissions can unlock a candidate account at the candidate s request usually verbal To unlock a Candidate account 1 Open the candidate file 2 Verify the identity of the candidate by checking the name and phone number for example 3 Under the Resume tab click Unlock Account The Tracking tab is updated The Account Status field indicates the date when the account will be unlocked by the system Generating a New Password recruiter or hiring manager with the proper permissions can generate a new candidate password at the candidate s request usually verbal
144. ses CONFIDENTIAL INFORMATION Page 8 22 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates For example if the CSW used by the recruiter contains Ist 2nd and 3rd Interview steps All three steps have the following statuses To be scheduled Scheduled and Passed The Interview Scheduling Behavior setting is activated for the Scheduled status The candidate is currently at the 1st Interview step and the To be Scheduled status It is recommended to configure no more than one status per step for the Interview Scheduling Behavior setting The recruiter organizes an interview for the candidate see Scheduling an Interview on page 8 16 When the recruiter sends the interview invitation to the attendees the status of the candidate in the 1st Interview step automatically changes from To be scheduled to Scheduled The recruiter can view the step and status information in the Candidate File header Next suppose that the candidate attended the interview as scheduled and the recruiter wants to invite the candidate to a second interview The recruiter will have to pertorm the following steps 1 Change the status of the 1st Interview step to Passed 2 Move the candidate to the 2nd Interview step and set the status to To be scheduled 3 Schedule a new interview 4 Send the interview invitation Since the Scheduled status is also configured for the 2nd Interview step the candidate s 2nd Interview statu
145. sition and who have been matched to the requisition 2 e The Candidate list opens displaying the candidates linked to the selected requisition The Candidate Selection Steps tab are also displayed Note Candidate Selection Steps tabs will only be available if the workflow is a sequential workflow Select a candidate and then select Change Status in the More Actions list The Action 3 Dialog window opens The step indicated in the Step box should be the same as the step on the Step tab in the Candidate List In the to list select a new status for the step Statuses marked with an asterisk are Completion statuses If you select a Completion status the candidate will move to the next step in the selection process e For example Ifa candidate is in the New step and the status is Waiting for info if you select the Qualified status the candidate will remain in the New selection step If you select Under Consideration you will be able to select Move in the Action list and then move the candidate to the next selection step When you have selected a Completion step select Move in the Action list The Action 5 i a Dialog window opens Move is selected in the Action list In the to list select a Step and then select a Status in the with status list 6 Note The steps and statuses that are available depend on the candidate selection workflow 7 Check Send Correspondence if you want to send in
146. sition number title and status the recruiter and hiring manager in charge etc Requisition File Toolbar a Duplicates the current requisition See Duplicating a Requisition on page 7 2 Prints or previews the requisition See Printing a Requisition on page 7 2 Edit Edits a requisition See Editing a Requisition on page 7 2 Cancel Requisition Cancels the requisition See Canceling a Requisition on page 7 4 Request Contribution Requests the contribution of another user See Requesting a Contribution on page 7 3 Requisition File Content Tab This tab displays the content of the requisition Requisition File History Tab This tab provides information on the requisition workflow The following columns are available on the History tab Date and Time Indicates the date and time an action was performed on a requisition Action The action performed on the requisition By The name of the user who performed the action Comments Comments entered by the user who performed the action This information is provided for each contribution during the hiring process CONFIDENTIAL INFORMATION Page 6 13 Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates Candidate File Description The Candidate File provides information such as candidate status profile resume prescreening screening tracking e
147. swer elements Visible by Displays questions visible to all candidates external candidates or internal candidates This filter is only displayed if it has been activated in the Administrator WebTop Agent Selector single or multiple Available criteria for these windows are All Displays all existing agents Name Displays agents with specific name elements Agency Displays agents who belong to a specitic agency Specialities Displays agents whose speciality matches the requisition s structure CONFIDENTIAL INFORMATION Chapter 14 Selection Tools Page 14 6 Manager WebTop User Manual Chapter 14 Selection Tools Requisition Selector Available criteria for these windows are All Displays all existing requisitions Requisition Displays requisitions with a specitic requisition number Number Recruiter Displays requisitions with a specitic recruiter name element Job Title Displays requisitions with a specific title element Department Displays requisitions with a specific department element Status Displays requisitions with a specific status element Status Displays requisitions with a specific status detail element Details Requiring Displays requisitions that need urgent attention AIF Flag Attention Keyword Displays requisitions with a specific keyword Matching This option is available when matching candidates It lets you modify the
148. t Direct Reports e Senior Executive Not Specified 5 Select a shift to specity the period of time that the employee will typically work over a 24 hour period Available choices are Day Job CONFIDENTIAL INFORMATION Page 5 8 Manager WebTop User Manual Chapter 5 Creating a Requisition 10 In the Job Grade field enter the job grade 12 13 Evening Job Night Job On Call Variable Flex Time Weekend Rotating Not Specified Select the level of education required for the position Select the area of study required for the position Select the amount of time the employee will typically spend travelling for the employer Available choices are e No Yes 5 of the Time Yes 10 of the Time Yes 15 of the Time Yes 20 of the Time Yes 25 of the Time Yes 50 of the Time Yes 75 of the Time Yes 100 of the Time e Not Specified Enter the approximate preferred start date for the position In the Currency field select the currency for the salary In the Minimum and Maximum salary fields enter the salaries From the Pay Basis list select the pay basis that the minimum and maximum salaries are based on In the Vacation field enter a numerical value and then make a selection from the list CONFIDENTIAL INFORMATION Page 5 9 Manager WebTop User Manual Chapter 5 Creating a Requisition 15 In the Low Quartile Salary Midpoint Salary and High Quartile Salary fields enter values if applicable
149. tach a file enter details grade and enter comments a Send information on a candidate to other users 1 2d Reorder Reorder questions and skills included in a requisition Attach files or documents to a candidate file aP Add items to a list Remove items from a list imj Remove or delete an element in a list A Indicates that the recruiter must verify the disqualification answers of a candidate Indicates disqualified candidates in a candidate list and in a candidate file Changes have been made by another user to a candidate file or to a requisition that you own CONFIDENTIAL INFORMATION Page 6 3 Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates My Requisitions Tab The My Requisitions tab displays the requisitions that correspond to the Show Requisitions filter The default filter that is applied is set by your organization s administrator Requisitions and Candidates My Requisitions My Candidates Fy Create Requisition Show Requisitions fi own or collaborate on gt f 2 2 1111 1 DBA 1 V Filloles Open 1111 JAVA Programmer A Recruitsoft Canceled ReqM 030 RegM Deleted A Recruitsoft Deleted Show Requisitions List The Show Requisitions list enables you to filter the requisitions displayed on the Requisitions tab own Displays requisitions you own collaborate on Displays requisitions to which
150. tant and the hiring manager assistant you must be an owner of the requisition or have a special q p _ permission enabled by your system administrator 7 Inthe Collaborators section specify the collaborators who will help you out during the requisition life cycle e Click 4p to add collaborators to the list using the User Selector e Click to remove collaborators from the list e Click Add Frequent Collaborators to add the list of collaborators defined in My Setup See Setting a List of Frequent Collaborators on page 4 5 8 Inthe Justification field specify why the position is available Available choices are e New Position e Replacement e Modification e Extension 9 In the Number of Openings field enter the number of positions available A specific or unlimited number of positions can be specified The Unlimited setting is often used for positions that have a high turnover 10 In the Abstract field enter additional information about the requisition This information will only be available to recruiters and will not be displayed with the requisition when it is posted You can include additional information specific to your organization by adding custom fields If your organization does not use custom fields this section might not be visible _ 11 To attach a file to the requisition click Browse to select a file Click Attach to attach the file to the requisition
151. tc Candidate File Header The Candidate File header provides information about the selected candidate The selected requisition title and number are always visible on the header By default the candidate file header is collapsed To view more information regarding the candidate click in the header This will expand the identification header to provide additional information on the candidate step status medium used to apply recruiter s name hiring manager s name source and application date Click to collapse the header Candidate File Tabs The Candidate File tabs reflect the information entered in the candidate profiler when the candidate applied online If you have the appropriate user permissions you can add and edit candidate information in a candidate file See Overview on page 8 2 Prescreening Displays the disqualification questions presented to the candidate the candidate s skills as well as the candidate s answers to the job application questions Screening Displays information on the different screening services that were required for the candidate Information includes the type of service the name of the service provider the requester as well as the results of the different tests Test results may be confidential CONFIDENTIAL INFORMATION Page 6 14 Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates Resume Provides information such as e personal i
152. ted from RMS tn nine de dd tal 1 4 Concurrent USE errn es E a Bek Apis Bett AAE UA Aha a 1 4 New Release nine iein ar SR Kan kane KERS Fee KEES man 1 5 Butonsand IC RSS CSS A T A R EUR 2 1 BUHORNS cel andes ee uaa Re ne pad dead wa ea aoe eens de 2 2 Lee ET 2 4 Attention Indicator Flag AVANT Meta cate crits ne Rs ee nn 2 4 Quick Referer penetra ai ea oiag aut ius 3 1 How Do I Log Into the Manager WebTop issu masi ss mir no dt tev Greet east oats 3 2 lForgot my POSSWONG 4 s ciusast meroa ale era con n tin A ut dias ius 3 2 How Do Modify My User Setup and Preferences ccccceececeesceceeeeeeeeeeeeeeeeeeenes 3 3 How Do l Creata RegUistioN t SR ed dia 3 4 Requisition Pages and Information Blocks in Requisitions ccccceeceeeeeeeeeeeees 3 6 How Can I View My Requisitions A PR cata eh teat cs Ui lee tat ee nacht oe Rate el 3 9 How do Modify an Existing Requisition g ccc scncccsevuen dena dn cientenaiesec8i Wesedeeseerasewns 3 10 How Can I View My Candidates ue ne nes sn te ela dr tk tec ie he te tats een 3 11 How Can View Candidates Attached to My Requisitions c ccccsececeeeeeeeeeeeeeees 3 12 How Can Change a Candidate s Status or Step2 3 13 How Can Match Candidates to Requisitions ann ee nn a nat 3 14 How Can I Share Candidates with Other Users ii 3 15 How Can I Search for Candidates ss sus es ttve ea crak tad eademaac ead seustaede 3 16 What Can Do in
153. the Candidate Search Results Page cccccececeeeeeeeeeteetenteees 3 17 Modifying MES D Hans AS Ui ne ee A ce Fan ue 4 1 OT EN D D tea cell a eal 4 2 B tons and ICONS ridiani a a a a R A E S 4 2 Changing Your Personal AtOrmiGHont sa fes ed a ce et Ne 4 2 Changing Account Informations ensa naai dre ce 4 3 Delegating Requisitions and Worklemetanaati sens sis ist tiers te 4 3 Changing General Preferences nn PT AN nd tt a 4 4 Setting a List of Fr qu nrCollabordios snte nn ae eat 4 5 Setting Candidates Display Preferences age ie sr ane ed tt hee 4 6 Enabling the Requisition Wizard Automatic Filling Option cccccceceeeeceeeeeeeeeeees 4 6 Defining Frequent Approvers for Requisitions cceeeeeeeeeeeeceeeeeeeeeeeeeeeeeeeeees 4 6 Defining Frequent Approvers oO Near ho season cea eimai 4 7 Creating CHIREGUISIN ON creeis ara soe ae arte ae 5 1 OVENIE W oeo na I E E a E E e ET A eg ates Sage 5 2 BUS An ICON Snie a cie 5 2 Requisition Management Multi User Collaboration 5 3 Creating a RSOLMSITION ey RM RE ne CN ERA ele ei 5 4 S leching d Rosting OPHOneS SN enr eee ead te en er ent 5 4 Selecting a Requisition TYPE ee cute nee ta ledit tone ene 5 4 Enabling the Requisition AUIOT Ils 4 06 ess ses sn ne A en tn 5 5 Defining a Structure and Selecting Tl mplates 2 ss nine as 5 5 Entering Identification Information and Attaching Files 5 6 Entering Profile and Compensation Informations 5 8 Providing an mernaliDeso
154. tion Several features support multi user collaboration around requisition management A true double ownership is possible between hiring managers and recruiters To help out hiring managers and recruiters in their daily work two assistant roles are available e Recruiter Assistant e Hiring Manager Assistant As co owners of the requisition the recruiter assistant and hiring manager assistant can carry out requisition related activities to help out the recruiter or hiring manager while from a reports perspective the requisition is attributed to the recruiter and hiring manager The recruiter the hiring manager the recruiter assistant and the hiring manager assistant are considered owners of a requisition When notifications such as attention indicator flags workflow event notifications are sent the recruiter the hiring manager as well as the assistants will receive them Tasks such as To be completed Ready for sourcing are now assigned to the assistants instead of the recruiter or hiring manager Also to provide special access to a number of users throughout the requisition s life cycle a Collaborator role is available Requisition owners namely the recruiter hiring manager recruiter assistant and hiring manager assistant can grant privileges and access to one or multiple users they identity as collaborators on their requisitions The recruiter the hiring manager and the assistants if any are the principal actors thro
155. tlook calendar or any iCalendar system are not managed by the Staffing WebTop For example if an interview meeting is modified in Outlook the new information will not appear in the Staffing WebTop MS Outlook 2000 and higher are supported The iCalendar plug in has been tested with Lotus Notes version 5 5 and higher Other calendar products may be functional but are not officially supported There may be some restrictions on the use of the Interview Scheduling feature with systems integrating iCalendar CONFIDENTIAL INFORMATION Page 8 16 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Users with the necessary permissions can perform the following actions with the Interview Scheduling feature Schedule an interview e Update an interview Cancel an interview Candidate interviews can only be scheduled when the candidate is moved to the Interview status or any step that is mapped to this referential status Also to schedule update and cancel an interview the meeting organizer must have the permission to view sensitive candidate information A candidate can only have one interview meeting scheduled per requisition at a time oo To schedule an interview 1 Open the candidate file 2 From the More Actions list select Schedule an Interview The Schedule an Interview window opens The language icon indicates the language in which the application was submitted When schedulin
156. ts Quick Search e Advanced Search e Candidate folders 1 In the search results page select two candidate files Click Merge in the toolbar In the Merging Candidate Files window select the candidate file that will be enhanced with the content of the other file i e the master file enter comments and specify if you wish to send a notification to the candidate or the agent The system suggests a master file as follows If both candidates were not referred the system suggests the y gg most recent candidate file e Ifthe most recent candidate was referred the system suggests the oldest candidate file e If both candidates were referred the system suggests the first referral 4 Click Done To determine if the two candidate files are duplicate files the system performs a duplicate check against fields specified by your system administrator If there is no match between the fields a message is displayed but you can still perform the merge If there is a match between the fields the system merges the two candidate files The master candidate file is enhanced with the content of the duplicate file and the duplicate file is then deleted When a merge occurs the content of the duplicate file is added to the content of the master candidate file For the Education block field content is copied over if Institution Program or Education Level are different For the Work Experience block field content is copied over if Em
157. ttendee _ Your system administrator may limit attendees to members of the groups to which E you belong oe To view attendee information or to delete an attendee click the attendee s name The Attendee Details window appears Click Remove to delete the attendee 6 In the Subject field enter the subject of the interview In the Location field indicate the interview location for example name of the location address or name of the meeting room 8 In the Date field select an interview date Select start and end times from the lists The start and end times are specitied using the list only and cannot be edited Css manually All interview time information is in the organizer s time zone Commi 9 Select Reminder to activate the reminder functionality in MS Outlook The Reminder option is not available with Lotus Notes 10 In the Message Template field a default message template is proposed Click del Search to select a different template if available The most appropriate message template is pre selected based on the requisition s OLF and the application language Taleo provides a generic template in 13 languages 11 In the Notes field enter other relevant information The Notes field information appears in the email received by all attendees 12 Select Send candidate file to attendees but not to candidate if desired The candidate file attached to the email message only contains informat
158. ughout the requisition s life cycle Collaborators will help out or take responsibility for certain parts of the process Any user not deleted can be a collaborator even non WebTop users these users can be involved in the approval process with the use of the Taleo e share Center To be available the Collaborator field as well as the Recruiter Assistant and Hiring Manager Assistant fields have to be activated by your system administrator be Requisition CONFIDENTIAL INFORMATION Page 5 3 Manager WebTop User Manual Creating a Requisition Chapter 5 Creating a Requisition In the Manager WebTop the user who creates the requisition is able to specify another user as the hiring manager By default the user who creates the requisition is considered the Hiring Manager Selecting a Posting Option Select one of the following posting options then click Next Create a requisition and post it Creates a requisition and posts it on internal and external career sections Create a requisition without posting it Creates a requisition without having to select a job posting site Selecting a Requisition Type Select one of the following requisition types then click Next Professional recruitment Creates requisitions for most professional employees Hourly recruitment Creates requisitions for hourly employees Campus recruitment Creates requisitions for students or campus job fairs
159. ulty in opening the file 9 McAfee scans attached files for viruses If a virus is detected the Staffing WebTop does not attach the file it displays file information or suggests attaching a different Adding Comments to a Candidate File 1 Open a Candidate File 2 Click amp or select Add Comments in the More Actions list The Action Dialog window opens with the Add Comments action selected 3 Enter comments in the Comments field 4 Click Done Entering a Grade in a Candidate File You can enter or edit the grade of a candidate See Weighting and Criteria for Skills and Questions on page 15 3 1 Open a Candidate File 2 From the More Actions list select Enter Grade The Action Dialog window opens and Enter Grade appears in the Action list 3 Enter or edit the grade in the Grade field You can enter 1 to erase a grade that was entered previously 4 Enter comments in the Comments field 5 Click Done CONFIDENTIAL INFORMATION Page 8 12 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Using the Fill Out Form The Fill Out Form action enables managers to immediately select print and deliver human resource forms and documents that are completed on site by candidates The proper permissions are required to access the Fill Out Form action To be available the Fill Out Form action must be enabled in a candidate selection workflow 1 Open the candidate file
160. umber of candidates although for performance reasons only the top 300 best matches are displayed However more than 300 candidates be viewed by performing multiple searches with different date ranges Last update is between and For example by performing two separate searches March 2003 to February 2004 and March 2004 to February 2005 you would in fact be able to view and save candidates trom March 2003 to February 2005 or up to 600 candidates If the search results span several pages use the navigation icons or the Show list to find candidates quickly The Show list only filters candidates from the original results list up to 300 Since the candidate database is updated about every ten minutes records that were recently modified either by the candidate or the recruiter may not appear in the initial search results If you expect to see a particular record in the search results and it is not displayed wait at least ten minutes and then repeat the search On the Candidate Search Results page you can e Configure your list format e Go back to your search query and change your search criteria e Filter your search results e Print your search results Select a candidate to open a Candidate File e Match a candidate to a requisition e Share a candidate with other users e Return to the Welcome page Additional Information on Candidate Search Results In a candidate file the search tool will sear
161. update a specitic interview To update an interview by changing the attendees 1 Open the candidate file 2 From the More Actions list select Update the Interview The Update the Details of an Interview window opens 3 Add or remove interview attendees See Step 5 of Scheduling an Interview Click Send Update The Update the Details of an Interview window opens 5 Select to either send an update to all attendees or only to the attendees that were added or deleted You are also reminded if the invited candidate has no email address Click OK 6 Once the interview is updated The email message sent to the attendees is identical to the original message except that Updated appears in the subject of the email a e Attendees that have been removed receive a cancellation message See Canceling an Interview Meeting on page 8 22 e The ics file attachment is now named Update my calendar ics In the Candidate File the Tracking tab indicates that the interview has been updated Updating an Interview by Changing the Interview Information To schedule update and cancel an interview meeting the interview organizer must have the permission to access sensitive candidate information Also only one user at a time can update a specitic interview To update an interview meeting by changing the interview information 1 Open the candidate file 2 From the More Actions list select Update the Interview The Update the
162. ur organization all the requisitions will be created with the same posting options In this case the Posting Options page does not appear when you create a new requisition e You may not have the permission to post requisitions In some organizations only recruiters can post requisitions 8 On the External Description page what is the Job Board Summary Description text field used fore Some job boards limit the number of words or characters used for the job description To accommodate this requirement it is necessary to write a very short job description maximum 1 000 characters e When this field is used only this description will be passed on to the job board CONFIDENTIAL INFORMATION Page 16 2 Manager WebTop User Manual Chapter 16 FAQs 9 How can find the requisitions own e On the Welcome page click Requisitions in View my Requisitions and Candidates The Requi sitions and Candidate page opens The requisitions that you own or share with a recruiter are listed under My Requisitions On the main menu click View My Requisitions 10 How can find a recruiter s comments in the system On a Candidate File e The recruiter or other users can add comments in a candidate file The comments appear on the Tracking tab On a Requisition e To view the comments included on a requisition select View My Requisitions on the main menu to open the requisition list Select a requisition The comments appear on the Histo
163. ur question 5b In the Answer field enter your answer The answer must contain at least one character 5c Confirm your answer and click Save Click Save Delegating Requisitions and Work Items The Delegation page allows you to delegate requisitions and work items to another user Work items are delegated for a short period of time for example while the owner of a work item is on vacation or on sick leave 1 2 3 4 In My Setup window click My Setup Click Delegate next to Account Information The Delegation page opens Click Search The User Selector opens In the list of Users select the user to whom you wish to delegate your work items then click Select Click Elto open the calendar and select a starting date and an end date Click J to erase the date selected CONFIDENTIAL INFORMATION Page 4 3 Manager WebTop User Manual Chapter 4 Modifying My Setup 6 Click Save In order for a user to be valid for delegation the following rules must be applied e The new owner must be different from the current owner The new owner must have the same role user type as the current owner The new owner must be at least in all the same groups of the current owner e It is always possible for a Staffing WebTop user to be the new owner e Ifthe current owner is not a Staffing WebTop user the new owner must be a Manager WebTop user Ifthe current owner is a Share user neither Staffing WebTop nor Man
164. ution Selector Available criteria for these windows are All Displays all existing institutions Institution Displays institutions with a specific name element Type Displays institutions with a specific type element Program Selector Available criteria for these windows are All Displays all existing programs Program Displays programs with a specitic name element Time Zone Selector Available criteria for this window are All Displays all available time zones Location Displays time zones with a specific location element Time Zone Displays time zones with a specific description element Description GMT Displays time zones with a specific Greenwich Mean Time element Source Selector Available criteria for these windows are All Displays all sources Source Displays sources with a specitic name element Name ID Displays sources with a specific ID CONFIDENTIAL INFORMATION Page 14 9 Manager WebTop User Manual Chapter 14 Selection Tools Type Displays sources of a specific type For example job boards billboards news groups magazine and trade publications professional associations etc Visibility Displays sources that are internal or external Origin Displays sources with a specific name element Taleo system sources or user defined sources Skill Selector Left Pane Show Skills from The left pane of the Skill
165. utive recruiter however may need to see certification and former employer fields The ability to choose the way in which you view candidates can help you evaluate a candidate s skills and attributes much more quickly so you may find it important to find the best candidate list available to you Changing the candidate list format 1 Click E at the top of the candidate list The List Format Selector appears 2 Select a list format The contents of the list format are displayed 3 Click Done Creating a custom candidate list format The proper permissions are required for this feature 1 Click E at the top of the candidate list The List Format Selector appears Select Personal Format from the List Format list 2 3 Enter a format name The check boxes become active 4 Select the desired columns 5 Select the sequence number for each column Click Reorder CONFIDENTIAL INFORMATION Page 6 10 Manager WebTop User Manual Chapter 6 Viewing My Requisitions and My Candidates 6 Select the sorting criteria in the Sort by column 7 Click Done Most Advanced Progression Status This feature provides the most advanced progression status of a candidate on other requisitions to take enlightened decisions Managers and recruiters are informed of candidates being considered on other requisitions and they can have additional details directly on the candidate list on the job where the candidate is active and has progressed furt
166. ving to select an action in the More Actions list You are also provided with the next logical step or status This feature eases the movement of candidates in a Candidate Selection Workflow CSW Status 1 Status 2 Status 1 Status 1 Status 3 Status 4 Status n Status n Status 5 Change Status Status n Move column named Next Action is available to be added to configurable candidate list formats See List Format Selector on page 6 10 a The Next Action column is available only for requisition specific formats Cm The Next Action column contains actions that will give access to the next status or step related to a candidate Actions available in the new column will allow you to e Change the status of a candidate to the next completion status if the step is not already completed e Move the candidate to the initial status of the next step if the current step is completed Users with the permission to personalize list formats will be able to add the Next Action column as they would for any other column Actions available in the Next Action column are Candidate Selection Workflow CSW movements only either a Move to the next step in the CSW or a Change to the completion status within the current step Basically if the current status is not a completion status the action displayed will be a move change status to the first completion status of the current step
167. wed is exceeded or the attachments exceed the allocated disk space the attachments will be merged However you will not be able to add additional files since the maximum number is reached or exceeded Merging can create multilingual candidate files When merging two candidate files with different languages the master candidate file will have two languages instead of one However the language of the master candidate file will be used for the general correspondence Application specific correspondence will continue to be in the language of the application thus the candidate might start receiving correspondences in both languages Is it not possible to batch delete duplicate candidate files CONFIDENTIAL INFORMATION Page 8 32 Searching for Candidates Manager WebTop User Manual Overview The Search for Candidates link lets you search for candidates who have applied for a job or who Chapter 9 Searching for Candidates have submitted their candidate profile You can search by keyword last update internal external candidates disqualified candidates as well as within a geographic region zip postal code radius location region To access the search feature 1 In the main menu click Search for Candidates The Advanced Candidate Search page opens Buttons and Icons Return to the Welcome page Cancel the requisition you are creating without saving the changes Save the information in a requisition or in a can
168. when displaying candidates in My Requisitions Candidate List tab because the selected candidates are linked to specific requisitions the requisition number and title are displayed at the top of the page The candidate selection workflow is selected when the requisition is first created and is linked to the requisition not to the candidate Opening Candidate Files from My Candidates 1 On the main menu click Requisitions 2 Click My Candidates The candidates listed under My Candidates are linked to requisitions listed under the My Requisitions tab 3 Click the candidate name The Candidate File opens The total number of candidates under the sg column in My Requisitions tab f should be equal to the number of candidates under My Candidates Candidate Selection Workflow tabs are not available in candidate files opened through My Candidates because the candidate selected is not linked to a specific requisition The tabs displayed in this context reflect the candidate profiler Prescreening Screening Resume Profile etc The candidate selection workflow is selected when the requisition or the requisition template is first created by a Staffing WebTop user and is linked to the requisition not to the candidate CONFIDENTIAL INFORMATION Page 8 4 Manager WebTop User Manual Chapter 8 Managing and Processing Candidates Matching Candidates to Requisitions Open a candidate file 2 Select Match in the
169. wser Favorite to the Taleo Product Page If you are creating an Internet browser Favorite for the Web page that lists Taleo products please ensure that nothing follows the URL for your organization s zone Correct https yourorganization taleo net Incorrect https yourorganization taleo net smartorg smartorg common toc jsf lang en CONFIDENTIAL INFORMATION Page 1 5 Session Time out pop up window replaces the blinking window to direct users to a session expiration alert in the application when a time out is imminent This modification to the feature ensures a uniform experience to users across browsers such as Internet Explorer 7 or Firefox Extending a Session pop up window notifies the user that the application requires attention when the session approaches the maximum idle time of 30 minutes 1 Click Access the application F http v750sp8 qa rsft net Alert Microsoft Internet Bae ai x Your attention is required An application requires your immediate attention To access it and take the appropriate action simply click the link below The application displays a pop up window indicating the time remaining before the session expires 2 Click OK to extend the session Administrator WebTop Web Page Dialog xi Click OK to reset the timer to 30 minutes Since WebTop services are set to disconnect automatically after 30 minutes of inactivity your session will end in 9 minutes
170. y restore the master candidate file in its original state You have to restore it manually by removing information that was added However the deleted duplicate candidate file can be restored by your system administrator It is not possible to merge candidate files for the following reasons e The duplicate candidate file is already in an onboarding process e The duplicate candidate file contains an offer e The duplicate candidate file contains an interview request e The duplicate candidate file contains an incomplete external service request i e an open Passport transaction such as a background check a tax credit check an assessment It is not possible to merge more than two candidate files at a time However here s a possible workaround If you find three duplicate files first merge two candidate files Then use the merged candidate file and merge it with the third candidate file When doing the first merge do not send a message to the candidate or the agent Send it when doing the merge with the third file It is possible to unmerge candidate files You can undelete the duplicate candidate file since this tile was soft deleted Regarding the master candidate file users have to delete the newly created file manually to restore the state The tracking history is not modifiable but a comment can be added to explain what was done Files attached to the duplicate file are also merged If the maximum number of attachments allo
171. you indicated CONFIDENTIAL INFORMATION Page 10 4 Manager WebTop User Manual Chapter 10 Correspondence Manager Creating Correspondence for Multiple Candidates When Changing Their Step or Status If you are changing the step or status of a single candidate and want to send the person a message see Creating Correspondence While Changing a Candidate s Step or Status on page 10 3 1 In the Requisitions list click number in the Candidates column that corresponds to the requisition 2 On the Candidates page click the check box next to each candidate to whom you want to assign a new status and send the same correspondence Selecting candidates who are at different steps and have different statuses creates conflicts select candidates who are at the same step and have the same status in the workflow 3 Click More Actions and then click Change Status Click a new status in the to drop down list 5 Click the check box next to Send Correspondence and then click Done The Correspondence Manager opens Click the Select a message template field and then select a template Click a delivery method and if you wish enter a comment in the Comments field 4 Click Continue three times For subsequent steps see Editing Correspondence Sent to Multiple Candidates on page 10 6 CONFIDENTIAL INFORMATION Page 10 5 Manager WebTop User Manual Chapter 10 Correspondence Manager Editing Correspondence Sent to Multipl
172. ys can be configured in number of seconds minutes hours or days 5 If you want to view the progress on a specific screening questionnaire that was sent to a candidate using a Complete Online Screening Questionnaire message click the link of the specific screening service on the Screening tab 6 Click Print if you want to print the information 7 If you think that the candidate did not receive the request click Resend 8 Click Close to return to the Tracking tab of the candidate file Starting the Onboarding Process When you change the status of a candidate to hired you have the possibility to start an onboarding process 1 Open the candidate file 2 In the More Actions list select Start Onboarding Process 3 In the Action Dialog window select an onboarding process in the list Processes available in the list are based on the requisition s primary location organization and job type Enter comments if desired 5 Click Done Scheduling an Interview Interview Scheduling allows recruiters and hiring managers to schedule interviews directly in the Staffing WebTop as part of the candidate selection process This feature integrates with Microsoft Outlook calendar or any iCalendar system for example Lotus Notes Each time an interview is scheduled updated or canceled in the Staffing WebTop an email message is sent to the attendees so that the interview can be put into their calendars Events occurring in MS Ou

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