Taleo Manager WebTop Recruitment Management Software User Manual

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 confidential 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 undertaken 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.
Date
October 2007
November 2007
January 2008
April 2008
July 2008
Modification
Chapter and Page Number
Added enhancements done in SP2:
• Added information on the most
advanced progression status.
“Most Advanced Progression
Status” on page 6-11
Added information regarding the DPI
setting.
“DPI Setting” on page 1-4
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
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
Added information regarding the
candidate file merge.
“Merging Candidate Files” on
page 8-31
Added enhancements done in SP5:
• Added information regarding
frequent offer approvers.
“Defining Frequent Approvers
for Offers” on page 4-7
• Added information on the Weight
Column in the requisition
Prescreening tab.
“Entering Prescreening
Information” on page 5-12
• Added information regarding the
paper clip icon in the candidates list.
“My Candidates Column
Headers” on page 6-9
• Added information regarding
frequent requisition approvers.
“Defining Frequent Approvers
for Requisitions” on page 4-6
Updated the My Setup and Preferences
section (the fields in this section are no
longer organized by tabs).
“How Do I Create a Requisition”
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
i
Manager WebTop User Manual
Date
October 2008
January 2009
February 2009
Revision History
Modification
Chapter and Page Number
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.
“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.
“Opening a File Attached to a
Job-specific Application” on
page 6-16
Show all Requisitions section added.
“Show all Requisitions” on
page 6-4
Added explanation of Session Time-out
to the “Introduction” chapter.
“Session Time-out” on
page 1-6
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 Step or Status” on
page 10-5
“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
“Favorite” to the Taleo
Product Page” on page 1-5
CONFIDENTIAL INFORMATION
ii
Manager WebTop User Manual
Date
Revision History
Modification
Chapter and Page Number
The following sentence was added: A
contribution request is “cancelled” if no
contribution has been received by the
time the requisition is posted.
“Requesting a Contribution”
on page 7-3
CONFIDENTIAL INFORMATION
iii
Table of Contents
Revision History ..............................................................................................................i
Introduction............................................................................................ 1-1
About the Manager WebTop .................................................................................. 1-2
Symbols Used in the Manual................................................................................... 1-3
Pop-Up Blockers.................................................................................................... 1-4
DPI Setting ............................................................................................................ 1-4
Using the Online Help ........................................................................................... 1-4
Editing Requisitions Imported from HRMS................................................................. 1-4
Concurrent Users................................................................................................... 1-4
New Release Information........................................................................................ 1-5
Buttons and Icons ................................................................................... 2-1
Buttons ................................................................................................................ 2-2
Icons .................................................................................................................... 2-4
Attention Indicator Flag (AIF) ............................................................................ 2-4
Quick Reference ..................................................................................... 3-1
How Do I Log Into the Manager WebTop ................................................................ 3-2
I Forgot my Password ...................................................................................... 3-2
How Do I Modify My User Setup and Preferences? .................................................. 3-3
How Do I Create a Requisition................................................................................ 3-4
Requisition Pages and Information Blocks in Requisitions ................................... 3-6
How Can I View My Requisitions? ........................................................................... 3-9
How do I Modify an Existing Requisition? .............................................................. 3-10
How Can I View My Candidates? ......................................................................... 3-11
How Can I View Candidates Attached to My Requisitions? ...................................... 3-12
How Can I Change a Candidate’s Status or Step?.................................................. 3-13
How Can I Match Candidates to Requisitions ........................................................ 3-14
How Can I Share Candidates with Other Users ..................................................... 3-15
How Can I Search for Candidates? ...................................................................... 3-16
What Can I Do in the Candidate Search Results Page? .......................................... 3-17
Modifying My Setup ................................................................................ 4-1
Overview .............................................................................................................. 4-2
Buttons and Icons ........................................................................................... 4-2
Changing Your Personal Information ................................................................ 4-2
Changing Account Information......................................................................... 4-3
Delegating Requisitions and Work Items ............................................................ 4-3
Changing General Preferences......................................................................... 4-4
Setting a List of Frequent Collaborators ............................................................. 4-5
Setting Candidates Display Preferences ............................................................. 4-6
Enabling the Requisition Wizard Automatic Filling Option ................................... 4-6
Defining Frequent Approvers for Requisitions ..................................................... 4-6
Defining Frequent Approvers for Offers ............................................................. 4-7
Creating a Requisition ............................................................................. 5-1
Overview .............................................................................................................. 5-2
Buttons and Icons ........................................................................................... 5-2
Requisition Management - Multi-User Collaboration................................................. 5-3
Creating a Requisition............................................................................................ 5-4
Selecting a Posting Option ............................................................................... 5-4
Selecting a Requisition Type ............................................................................. 5-4
Enabling the Requisition Autofill........................................................................ 5-5
Defining a Structure and Selecting Templates..................................................... 5-5
Entering Identification Information and Attaching Files ........................................ 5-6
Entering Profile and Compensation Information ................................................. 5-8
Providing an Internal Description .................................................................... 5-10
Providing an External Description.................................................................... 5-11
Entering Administration Information ................................................................ 5-12
Entering Prescreening Information................................................................... 5-12
Selecting Screening Services ........................................................................... 5-14
Assigning a Requisition to a Specific Recruiter .................................................. 5-14
Assigning an Approver ................................................................................... 5-15
Verifying the Requisition Information ............................................................... 5-15
Posting the Requisition ................................................................................... 5-16
Delayed Posting ............................................................................................ 5-16
Viewing My Requisitions and My Candidates ............................................. 6-1
Overview .............................................................................................................. 6-2
Buttons and Icons ........................................................................................... 6-2
My Requisitions Tab ............................................................................................... 6-4
Show Requisitions List ...................................................................................... 6-4
My Requisitions Column Headers...................................................................... 6-5
My Candidates Tab ............................................................................................... 6-7
CONFIDENTIAL INFORMATION
v
My Candidates Toolbar ................................................................................... 6-7
Show List ........................................................................................................ 6-8
My Candidates Column Headers ...................................................................... 6-8
List Format Selector ......................................................................................... 6-9
Most Advanced Progression Status .................................................................. 6-10
Requisition File Description................................................................................... 6-12
Requisition File Header .................................................................................. 6-12
Requisition File Toolbar.................................................................................. 6-12
Requisition File Content Tab........................................................................... 6-12
Requisition File History Tab ............................................................................ 6-12
Candidate File Description ................................................................................... 6-13
Candidate File Header .................................................................................. 6-13
Candidate File Tabs ...................................................................................... 6-13
Candidate File Toolbar .................................................................................. 6-15
Candidate List Description .................................................................................... 6-16
Candidate List Toolbar................................................................................... 6-16
Candidate List Selection Steps ........................................................................ 6-16
Show List ...................................................................................................... 6-17
Candidate List Column Headers ..................................................................... 6-17
List Format Selector ....................................................................................... 6-17
Managing and Processing Requisitions...................................................... 7-1
Opening a Requisition ........................................................................................... 7-2
Editing a Requisition .............................................................................................. 7-2
Duplicating a Requisition........................................................................................ 7-2
Printing a Requisition.............................................................................................. 7-2
Requesting a Contribution ...................................................................................... 7-3
Canceling a Requisition.......................................................................................... 7-3
Managing and Processing Candidates ...................................................... 8-1
Overview .............................................................................................................. 8-2
Buttons and Icon ............................................................................................. 8-2
Opening Candidate Files ....................................................................................... 8-4
Opening Candidate Files from My Requisitions .................................................. 8-4
Opening Candidate Files from My Candidates .................................................. 8-4
Matching Candidates to Requisitions ....................................................................... 8-5
Sharing Candidates ............................................................................................... 8-5
Hiring a Candidate ................................................................................................ 8-6
Indicating a Candidate Has Declined ...................................................................... 8-6
Rejecting a Candidate............................................................................................ 8-7
Hiring a Candidate for the Same Requisition ............................................................ 8-7
Changing Steps and Statuses with One Click ........................................................... 8-8
Candidate Selection Workflow Actions..................................................................... 8-9
Candidate Selection Workflow.......................................................................... 8-9
Moving a Candidate to Another Step .............................................................. 8-10
Changing the Status of a Candidate ............................................................... 8-10
CONFIDENTIAL INFORMATION
vi
Bypassing Steps............................................................................................. 8-11
Attaching a File to a Candidate File ...................................................................... 8-11
Adding Comments to a Candidate File .................................................................. 8-12
Entering a Grade in a Candidate File .................................................................... 8-12
Using the Fill Out Form........................................................................................ 8-13
Printing a Candidate File ...................................................................................... 8-13
Printing Several Candidate Files ............................................................................ 8-13
Sending a Correspondence to a Candidate ........................................................... 8-14
Unlocking a Candidate Account ........................................................................... 8-14
Generating a New Password ................................................................................ 8-14
Editing Comments in the Tracking tab ................................................................... 8-15
Requesting a Screening Service ............................................................................. 8-15
Starting the Onboarding Process........................................................................... 8-16
Scheduling an Interview........................................................................................ 8-16
Viewing Information on Scheduled Interviews ................................................... 8-19
Viewing an Interview Email and Adding it to Your Calendar .............................. 8-20
Updating an Interview by Changing the Attendees............................................ 8-21
Updating an Interview by Changing the Interview Information............................ 8-21
Canceling an Interview Meeting...................................................................... 8-22
Interview Scheduling and Candidate Selection Workflow................................... 8-22
Performing an Action on Several Candidates Simultaneously ................................... 8-23
Attaching Files in the Resume Tab and Tracking Actions Taken on Attached Files ...... 8-24
Tracking Events Related to Candidates .................................................................. 8-25
Tracking by Categories .................................................................................. 8-26
Displaying the Tracking of Specific Applications ............................................... 8-26
Tracking Events and Categories grid ............................................................... 8-27
Merging Candidate Files ...................................................................................... 8-31
Searching for Candidates ........................................................................ 9-1
Overview .............................................................................................................. 9-2
Buttons and Icons ........................................................................................... 9-2
Searching for Candidates ....................................................................................... 9-3
Understanding Search Fields................................................................................... 9-4
Keywords........................................................................................................ 9-4
Last Update .................................................................................................... 9-4
External/Internal Candidate.............................................................................. 9-4
Disqualified Candidates ................................................................................... 9-5
Place of residence ........................................................................................... 9-5
Location Selector............................................................................................. 9-6
More Criteria (+) ............................................................................................ 9-6
Candidate Search Results ....................................................................................... 9-7
Additional Information on Candidate Search Results........................................... 9-7
Other Advanced Search Options ............................................................................ 9-9
Configuring the List Format .................................................................................... 9-9
Printing Candidate Information ............................................................................... 9-9
Boolean Operators, Syntax and the Keywords Field ................................................ 9-10
CONFIDENTIAL INFORMATION
vii
Correspondence Manager..................................................................... 10-1
Overview ............................................................................................................ 10-2
Buttons and Icons ......................................................................................... 10-2
Creating a Message Using a Template .................................................................. 10-3
Editing a Message ............................................................................................... 10-4
Creating Reports................................................................................... 11-1
Using Taleo Reports............................................................................................. 11-2
Accessing Onboarding
Processes ............................................................................................. 12-1
Accessing Onboarding Processes.......................................................................... 12-2
HTML Editor ......................................................................................... 13-1
Overview ............................................................................................................ 13-2
Selecting a Text or Background Color ............................................................. 13-3
Inserting a Table ........................................................................................... 13-3
Selecting a Special Character......................................................................... 13-3
Using the Spell Checker ................................................................................. 13-4
Inserting a Link.............................................................................................. 13-4
Finding Text .................................................................................................. 13-4
Cleaning Microsoft Word Code...................................................................... 13-5
Selection Tools ..................................................................................... 14-1
Overview ............................................................................................................ 14-2
Show List............................................................................................................. 14-2
Selector Windows ................................................................................................ 14-2
Left Pane ...................................................................................................... 14-3
Right Pane .................................................................................................... 14-3
Single Selection and Multiple Selections .......................................................... 14-3
Using Selector Windows ....................................................................................... 14-4
Selector Window Criteria...................................................................................... 14-4
Organization Selector (single or multiple) ........................................................ 14-4
Job Field Selector (single or multiple) .............................................................. 14-5
Location Selector (single or multiple) ............................................................... 14-5
Skill Selector ................................................................................................. 14-6
Question Selector (single or multiple) .............................................................. 14-6
Agent Selector (single or multiple) ................................................................... 14-6
Requisition Selector ....................................................................................... 14-7
Position Selector............................................................................................ 14-7
Department Selector ...................................................................................... 14-7
Job Template Selector.................................................................................... 14-8
User Selector (Single and Multiple).................................................................. 14-8
Employer Selector.......................................................................................... 14-9
Institution Selector ......................................................................................... 14-9
CONFIDENTIAL INFORMATION
viii
Program Selector........................................................................................... 14-9
Time Zone Selector........................................................................................ 14-9
Source Selector ............................................................................................. 14-9
Skill Selector (Left Pane) ............................................................................... 14-10
Organization-Location-Job (OLF) Group Sections ................................................ 14-10
Job Group Section ...................................................................................... 14-10
Organization Group Section ........................................................................ 14-11
Primary Location Group Section ................................................................... 14-11
Scoring and Weighting .......................................................................... 15-1
Scoring and Weighting......................................................................................... 15-2
How does ACE Recruiting work?..................................................................... 15-2
The Four Steps of ACE Recruiting.................................................................... 15-2
Key Benefits of ACE Recruiting........................................................................ 15-2
Weighting and Criteria for Skills and Questions...................................................... 15-3
Using Criteria that are Required or Assets ........................................................ 15-3
Skill Assessment................................................................................................... 15-4
Proficiency/Last Used Basic Score ................................................................... 15-4
Proficiency/Experience Rectification................................................................. 15-4
Interest Weight .............................................................................................. 15-5
Proficiency Level Definitions ............................................................................ 15-5
Experience Level Definitions............................................................................ 15-5
Last Used Level Definitions ............................................................................. 15-6
Interest Level Definitions................................................................................. 15-6
FAQs................................................................................................... 16-1
Frequently Asked Questions (FAQs)....................................................................... 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 some 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
Information that merits particular attention.
A useful 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 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
notify 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 browser “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
A 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
A 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.
The application displays a pop-up window indicating the time remaining before the session
expires.
2. Click OK to extend the session.
Manager WebTop User Manual
Chapter 1 - Introduction
New Release Information
A 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.
You can deactivate the pop-up message by selecting the option at the bottom of the page. The popup 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
Chapter 2 - Buttons and Icons
Buttons
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 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 the 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 perform more than
one action on a candidate file.
Apply an existing model for questions and
skills.
CONFIDENTIAL INFORMATION
Page 2-2
Manager WebTop User Manual
Chapter 2 - Buttons and Icons
Print the requisition.
End the requisition creation process and close
the requisition.
Open a selection menu.
Open Selector Windows (user, department,
job template, skills, questions, etc.)
Add selected candidates to a requisition.
Add comments in a candidate file.
Attach a file (resume, presentation letter, or any
type of document) to a candidate file.
Select an action (enter grade, add comments,
or attach a file), enter details (grade%) and
enter comments.
Create a new requisition.
Click to cancel a requisition.
Send information or comments to the recruiter.
Duplicate a requisition or a candidate.
Create customized candidate lists.
+/Expand and collapse headers in a Requisition
or in a Candidate File.
Clear a search result or a selection.
Open the calendar.
Match a candidate to a requisition.
Share a candidate with other users.
Add items to a list.
Remove items from a list.
Print a requisition, a requisition list, a candidate
file, candidate list or a preview page.
Reorder questions and skills included in a
template.
Save as default search parameters in
Candidate Search.
Send information to other users via email.
Remove or delete an element in a list.
CONFIDENTIAL INFORMATION
Page 2-3
Manager WebTop User Manual
Chapter 2 - Buttons and Icons
Icons
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.
Internal candidate. The candidate already works
for your organization
Indicates that the daily recruiting report
function has been activated for that
requisition
Activated languages for a requisition.
Several languages are activated for a
The requisition requires the recruiter/hiring
manager’s immediate attention.
The candidate is referred by a agent, or by a
colleague.
requisition
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.
•
•
•
•
•
•
•
When a requisition has just been created, or if its status has changed, and the requisition has
been saved, an 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).
If the 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.
AIFs that are associated with a job application and/or offers are also transferred to the new
recruiter or hiring manager.
When a requisition is filled, and an AIF is associated to the requisition, the AIF will remain.
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.
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 performed, the AIF is deleted.
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
, 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
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 I Log Into the Manager WebTop
1
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.
I Forgot my Password
1
2
In the User Sign In window, click Forgot Your Password?
• If your organization implemented standard security procedures, you will receive an Access Code by
email.
• If your organization implemented enhanced security procedures:
3
4
- 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.
Click Sign In.
CONFIDENTIAL INFORMATION
Page 3-2
Manager WebTop User Manual
Chapter 3 - Quick Reference
How Do I Modify My Setup and Preferences?
1
2
Click Modify My Setup in the main menu. My Setup opens.
To modify 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.
• You can edit your account information and general preferences in a similar manner.
• To delegate your work items temporarily to another person, click Delegate next to Account
Information, enter the name of the person you want to delegate and the date range, and then click
Save.
3
, click the check
To specify frequent collaborators, click Frequent Collaborateurs. Click
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.
4
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.
5
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
, 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 Reference
How Do I Create a Requisition
1
Click Create a Requisition on the main menu.
Select a posting option.
• 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.
•
Create a requisition without posting it: The requisition will not be posted on internal or external
career sections.
• Click Next.
3
Select a requisition type.
• Professional recruitment: Create requisitions for professionals.
• Hourly recruitment: Create requisitions for hourly personnel.
• Campus recruitment: Create requisitions for campus students or graduates.
• Executives recruitment: Create requisitions for executives.
Note: This option may not be visible if your organization uses only one requisition type.
• Click
Next.
Select Requisition Autofill options.
• 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.
4
•
Specify the Job Template:
- 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 I want to use the “automatic
filling” option of the requisition wizard in My Setup.
• Click
Next.
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.
5
Step 1 - Structure and Template
Step 2 - Identification
Step 3 - Profile and Compensation
Step 4 - Internal Description
Step 5 - External Description
Step 6 - Administration
Step 7 - Prescreening
Step 8 - Screening
Step 9 - Assignment (with Approval Path or without Approval Path)
Step 10 - Preview
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:
• Click Save as Draft to save the requisition in Draft form.
• Click Next to move on to the next page.
• Click Previous to return to the previous page.
• Click Cancel to return to the main menu.
At the end of the requisition creation process, you can:
• Click Print to open the Print window and print the preview page. Print is available on the Preview
page only.
Finish to end the requisition creation process.
Once you click Finish, it is no longer possible to make changes on previous pages in the
requisition. The requisition will be saved with one of the following statuses as:
• Open (ready for posting)
• Pending (if the requisition must be approved by other users)
• Click
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
• In Identification, enter the following information:
- Job Title, Requisition Number, Justification, 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 Compensation.
Internal Description
• In Internal Description, enter the following information:
- Contact Name, Email, opening and Closing Date of the requisition, a Description of the
position, Qualifications required for the position, and custom fields (UDFs).
Use the HTML Editor to format text in Description and Qualifications blocks.
External Description
• 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
- A description 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
• In Administration, enter the following information:
- Citizenship Status, Overtime Status and Additional Information,
- Custom fields (UDFs).
• Regulations: EE (Canada), or EEO US)
CONFIDENTIAL INFORMATION
Page 3-6
Manager WebTop User Manual
Chapter 3 - Quick Reference
Prescreening
• 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 questions.
OR
Apply Model to select all the questions, and skills that are related to the position. (Apply
Model does not apply to disqualification questions).
• Click
Screening
• In Screening, select the screening tests required for the requisition. Available choices are:
- Background Check
- Tax Eligibility
- Other
Assignment (Without Approval Path)
• 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)
• 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.
• 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).
• 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 in 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.
• 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
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 go to the requisition list in My Requisitions.
CONFIDENTIAL INFORMATION
Page 3-8
Manager WebTop User Manual
Chapter 3 - Quick Reference
How Can I View My Requisitions?
1
Click Requisitions on the main menu. The Requisitions and Candidates page opens.
On the My Requisitions tab you can:
• Click Create a Requisition... to create a new requisition.
• View candidates linked to a specific requisition.
- Click the number under the
column to access the Candidate List tab where you can view
all candidates linked to the selected requisition.
• 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 I Modify an Existing Requisition?
Open an existing requisition.
1
2
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
buttons). See “How Do I 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 I View My Candidates?
1
Click Candidates on the main page. The Requisitions and Candidates page opens.
On the My Candidates tab, you can:
• Filter candidates using the Show tool.
• Select a candidate and open a candidate file.
• Click
to print the candidate list or a list of selected candidates.
• Select candidates, and then click
to add selected candidates to a specific requisition.
• Select candidates, and then click
to send candidate information to other users.
• Select candidates and then click
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 I View Candidates Attached to My
Requisitions?
1
Click Requisitions on the main page. The Requisitions and Candidates page opens.
2
In My Requisitions list, select a number under the
column. The number represents the
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 I Change a Candidate’s Status or Step?
1
Click Requisitions on the main page. The Requisitions and Candidates page opens.
In My Requisitions list, click on a number under the
column.
• The number represents the number of candidates who have applied on the requisition and who
2
have been matched to the requisition.
Candidate list opens displaying the candidates linked to the selected requisition.
Candidate Selection Steps tab are also displayed.
• The
• The
Note: Candidate Selection Steps tabs will only be available if the workflow is a sequential
workflow.
3
Select a candidate, and then select Change Status in the More Actions list. The Action
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.
4
5
- 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.
• For example:
- If a 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
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 information to other users.
8
Enter comments. If you have selected Rejected or Declined statuses, comments are
mandatory.
9
You can apply Change Status... and Move... to multiple candidates.
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 I Match Candidates to Requisitions
1
Click Candidates on the main menu. My Candidates list opens.
2
Select the candidates that you want to match to the requisition, or select the checkbox to the
right of the AIF flag on the column header bar, if you want to select all the candidates at
once.
3
Click
opens.
4
Select a requisition, or click the checkbox on the column header bar if you want to select all
the candidates at once.
5
Click Add, and then click Done. A pop-up message will ask you if you want to send an email
to each candidate to request more information.
• Click Yes to send an email message to all matched candidates
• 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.
6
Click My Requisitions tab to view the My Requisitions list. The number of candidates matched
to the requisition(s) you selected previously will be indicated under the
column.
-
CONFIDENTIAL INFORMATION
, or select Match in the More Actions list. The Requisition Selector
Page 3-14
Manager WebTop User Manual
Chapter 3 - Quick Reference
How Can I Share Candidates with Other Users
1
2
In the candidate list, select one or more candidates.
Click
or select Share in the More Actions list. The Candidate Sharing window
opens.
3
On the Recipients tab, click
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
to select users and
to remove users.
Page 3-15
Manager WebTop User Manual
Chapter 3 - Quick Reference
How Can I 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
3
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 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.
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 Disqualified Candidates, select if you want to include or exclude disqualified 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 I Do in the Candidate Search Results Page?
1
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.
7
Click List Format to select a new list format in the Candidate Search Results page. The List
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
Modifying My Setup
Manager WebTop User Manual
Chapter 4 - Modifying My Setup
Overview
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.
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.
Open selector windows.
Open the calendar.
The Save and Cancel buttons affect all tabs in My Setup. If you leave My Setup
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.
2. Click Edit next to Personal Information.
3. In the Language list, select the language in which you want to edit the user account.
4. Modify the fields that must be changed.
5. Click Save.
CONFIDENTIAL INFORMATION
Page 4-2
Manager WebTop User Manual
Chapter 4 - Modifying My Setup
Changing Account Information
1. In My Setup window, click My Setup.
2. Click Edit next to Account Information.
3. Enter new password if necessary.
A valid password must:
•
Contain letters (at least one) and numbers (at least one).
•
Have at least 6 characters and no more than 32 (numbers
and letters).
•
Have no special characters (for example: ’, ^, ü, é, etc.).
•
Be different from the user name.
•
Not contain more than 2 identical consecutive characters
(for example, AAA).
4. Click Generate Password if you want the system to generate a password. You will be forced to
change your password at the next login.
5. 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 your question.
5b) In the Answer field, enter your answer. The answer must contain at least one character.
5c) Confirm your answer and click Save.
6.
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. In My Setup window, click My Setup.
2. Click Delegate next to Account Information. The Delegation page opens.
3. Click Search. The User Selector opens.
4. In the list of Users, select the user to whom you wish to delegate your work items, then click
Select.
5. Click
to open the calendar and select a starting date and an end date. Click
date selected.
CONFIDENTIAL INFORMATION
to erase the
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:
• 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.
• It is always possible for a Staffing WebTop user to be the new owner.
• If the current owner is not a Staffing WebTop user, the new owner must
be a Manager WebTop user.
• If the current owner is a Share user (neither Staffing WebTop nor
Manager WebTop user), the new owner must also be a share user
(neither Staffing WebTop nor Manager WebTop user).
• 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.
2. Click Edit next to General Preferences. The User Account Editor page opens.
3. 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.
4c) 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.
When you determine the content language, the first language in the
list is the one in which new requisitions and templates will be
created, regardless of the Staffing WebTop language.
CONFIDENTIAL INFORMATION
Page 4-4
Manager WebTop User Manual
Chapter 4 - Modifying My Setup
5. In the Time Zone section, click Search, select a time zone in the Time Zone Selector, then click
Select. If desired, you can search 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
in the same time zone as the organization do not need to modify
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
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.
6. In the Distance section, select the distance measurements, that is Kilometers or Miles.
7. 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 collaborators. 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.
1. In My Setup window, click Frequent Collaborators.
, select the desired collaborators in the list, then click Done. You
2. To add collaborators, click
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. If the 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. Click 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:
•
•
If you have selected requisition 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 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.
, select the desired approvers in the list, then click Done. You can also
3. To add approvers, click
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 from the list, select the approvers then click
.
6. 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.
1. Click My Setup.
2. Click Frequent Approvers - Offers.
, select the desired approvers in the list, then click Done. You can also
3. To add approvers, click
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 from the list, select the approvers then click
.
6. 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
Chapter 5 - Creating a Requisition
Overview
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 viceversa.
Apply an existing model for questions and
skills.
Print the requisition.
End the requisition creation process and
close the requisition when it is complete.
Open selector windows (user, department,
job template, skills, questions, etc.).
Open a selection menu.
Reorder questions and skills included in a
requisition.
Remove items from a list.
Add items to a list.
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 Collaboration
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:
Recruiter Assistant
• 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
identify as collaborators on their requisitions. The recruiter, the hiring manager and the assistants, if
any, are the principal actors throughout 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.
Requisition Owners
Recruiter
Recruiter Assistant
Requisition
Hiring Manager
Hiring Manager Assistant
Collaborators
CONFIDENTIAL INFORMATION
Page 5-3
Manager WebTop User Manual
Chapter 5 - Creating a Requisition
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.
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.
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.
CONFIDENTIAL INFORMATION
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
. 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 information regarding corporate
structure, department, location, job, organization, etc. The following sections are configured for most
organizations.
1. Select a User Group. Groups to which you belong are available.
A 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
2. 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.
•
To clear your selection, click
.
3. In the Department (Number and Name) field, click
Select the department name and number. Click Done.
. The Department Selector opens.
4. 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.
Click the Organization Structure window when available to view the company hierarchy.
• To clear your selection, click
.
5. 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 already filled.
•
To clear your selection, click
.
if the position is offered in more than one location. The
6. In Other Locations field, click
Location Selector. Select the other locations. Click Done.
CONFIDENTIAL INFORMATION
Page 5-5
Manager WebTop User Manual
•
To remove a location, click
Chapter 5 - Creating a Requisition
.
7. In the Position (ID and Job Title) field, click
Selector opens. Select the position. Click Done.
to select the ID and job title. The Position
to select the code and job
8. In the Template Used (Code and Job Title) field, click
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.
9. 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.
10. 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
The 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
and users having access to the corresponding requisition.
1. 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.
2. 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.
3. In the Recruiter (ID and Name) field, click
to select a recruiter.
4. In the Hiring Manager (ID and Name) field, click
5. In the Recruiter Assistant (ID and Name) field, click
6. In the Hiring Manager Assistant (ID and Name) field, click
manager assistant.
to select a hiring manager.
to select a recruiter assistant.
to select a hiring
To be displayed, the Recruiter Assistant and Hiring Manager Assistant fields have to
be activated and also integrated into requisition flows.
CONFIDENTIAL INFORMATION
Page 5-6
Manager WebTop User Manual
Chapter 5 - Creating a Requisition
To modify the recruiter, the hiring manager, the recruiter assistant and the hiring
manager assistant, you must be an owner of the requisition or have a special
permission enabled by your system administrator.
7. In the Collaborators section, specify the collaborators who will help you out during the
requisition life cycle.
•
Click
to add collaborators to the list using the User Selector.
•
Click
to remove collaborators from the list.
•
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. In the Justification field, specify why the position is available. Available choices are:
New Position
• Replacement
• Modification
• 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.
•
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:
Regular
Contractual
• Temporary
• Limited Term
• Not Specified
2. Select the type of job. Available choices are:
•
•
Standard
• Internship
• Cooperative
• Summer Job
• Graduate Job
• Temporary Work
• 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
• Part-time
• Worksharing
• 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
• Individual Contributor
• Team Leader
• Manager
• Director
• Executive
• Manager with Direct Reports
• Manager without Direct Reports
• Senior Executive
• Not Specified
5. Select a shift to specify 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
Evening Job
• Night Job
• On Call
• Variable
• Flex Time
• Weekend
• Rotating
• Not Specified
6. Select the level of education required for the position.
•
7. Select the area of study required for the position.
8. Select the amount of time the employee will typically spend travelling for the employer. Available
choices are:
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
• Not Specified
9. Enter the approximate preferred start date for the position.
•
10. In the Currency field, select the currency for the salary.
11. In the Job Grade field, enter the job grade.
12. In the Minimum and Maximum salary fields, enter the salaries.
13. From the Pay Basis list, select the pay basis that the minimum and maximum salaries are based
on.
14. 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.
Low Quartile Salary
Indicates the salary level that is paid and below which the lowest
quartile (25%) of people holding comparable positions in the market
are paid.
Midpoint Salary
Indicates the median salary that people holding comparable
positions in the market are paid.
High Quartile Salary
Indicates the salary level that is paid and above which the highest
quartile (25%) of people holding comparable positions in the market
are paid.
16. In the Commission / Description field, enter commission information. Then in the Package list,
select the package.
17. In the Relocation / Amount field, enter relocation expense information. Then in the Package list,
select the package.
18. In the Stock / Description field, enter the quantity of stocks available. Then in the Package list,
select the package.
19. In the Options / Description field, describe the options available. Then in the Package list, select
the package.
20. In the Expense Account field, enter the amount allocated for the expense account.
21. In the Car Allowance field, enter the amount allocated for car expenses.
22. In the Annual, Sign-on, and Other fields, enter amounts for these bonuses.
23. In the Other Compensation field, enter a description and/or amount for other compensation.
24. Click Next.
Providing an Internal Description
The fields in the Internal Description section let you control what information will be posted internally
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.
to select a contact person. You may enter your own
1. In the Contact Name field, click
name or the name of someone who is informed of the requirements regarding the requisition.
2. In the Contact Email field, if the email address does not appear automatically, click
to select the contact.
3. In the Opening Date field, click
CONFIDENTIAL INFORMATION
to select the date when the position will open.
Page 5-10
Manager WebTop User Manual
4. In the Closing Date field, click
Chapter 5 - Creating a Requisition
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. 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
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. In the Citizenship Status list, select the type of citizenship status required for the position.
2. In the Overtime Status list, specify if the future employee will be exempt from overtime.
3. In the Additional Information field, enter additional information.
4. 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.
5. 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
submitted to them, this section might not be visible.
6. 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. Click + to view the requisition’s disqualification questions.
You cannot add, remove, or edit disqualification questions.
2. 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.
3. 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).
4. To add skills to the requisition:
a) In the Skills section, click
CONFIDENTIAL INFORMATION
.
Page 5-12
Manager WebTop User Manual
Chapter 5 - Creating a Requisition
b) 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.
c) 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.
d) Optional: If your organization allows separate skills for internal and external candidates, you
can change the default value displayed in the skill’s Visible by field.
e) Optional: Specify if a particular skill is a requirement or an asset for the position.
f)
If Modify the minimum requirements of proficiency and experience (Intermediate, 1-3 years)
was selected, select Required or Asset for the skill, and make the necessary changes from the
Min. Proficiency and Min. Experience lists.
g) 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
.
6. To change the order of the skills, select a number from the list next to the skill. Then click Reorder.
7. To add questions to the requisition:
a) In the Questions section, click
.
b) 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.
c) 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
Prescreening page.
d) 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.
e) Optional: Specify if a particular skill is a requirement or an asset for the position.
8. To remove questions from the requisition, in the Questions section, select the items and click
.
9. 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 RecruitingTM
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?
When candidates apply on a job-specific applications, they are asked the prescreening questions
and skills that you entered in the Prescreening page.
• Candidates will choose answers that you selected for the questions and skills you entered.
• You may also have specified a level of importance to certain answers.
• By selecting answers, candidates are automatically prescreened.
•
Selecting Screening Services
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
your system administrator.
1. Select a screening service. You can select more than one screening service.
to select a specific service provider.
2. Click
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-identify, 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 INFORMATION
Page 5-14
Manager WebTop User Manual
1. Enter the name of the recruiter in the text field, or click
Selector.
Chapter 5 - Creating a Requisition
to select a name in the User
2. Enter comments or assignment-related information in the Comments field.
3. 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.
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
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 errors. 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 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.
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-specific 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.
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.
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 and viceversa.
Apply an existing model for questions and
skills.
Print the requisition.
End the requisition creation process and close
the requisition when it is complete.
Close the candidate file.
Save the information in a requisition or in a
candidate file.
Return to the top of a list.
Return to the main menu.
Move from one page to another or move
directly to the first page or to the last page of
a list.
CONFIDENTIAL INFORMATION
+/Expand and collapse headers in a Requisition
or in a Candidate File.
Open a selection menu.
Page 6-2
Manager WebTop User Manual
Chapter 6 - Viewing My Requisitions and My Candidates
Open selector windows (user, department, job
template, skills, questions, etc.).
Create a new requisition.
Click to cancel a requisition.
Add comments to a candidate file.
Open the Contact Recruiter window to send
information or comments to the recruiter.
Match candidates to requisitions.
Share a candidate with other users.
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.
Select an action (enter grade, add comments,
or attach a file), enter details (grade%) and
enter comments.
Send information on a candidate to other
users.
Reorder questions and skills included in a
requisition.
Attach files or documents to a candidate file.
Add items to a list.
Remove items from a list.
Remove or delete an element in a list.
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.
Show Requisitions List
The Show Requisitions list enables you to filter the requisitions displayed on the Requisitions tab.
I own
Displays requisitions you own.
I collaborate on
Displays requisitions to which you collaborate.
I own or collaborate on
Displays requisitions you own or to which you collaborate.
I was requested to
contribute to
Displays requisitions for which a Contribution Request was sent and 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
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:
•
•
See deleted requisitions.
See closed (filled & 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 (provided 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
Column
Definition
Identifies 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.
Identifies the requisition number.
Title
Identifies 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
requisition.
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
requisition.
Indicates that the daily recruiting report has been activated for this
requisition.
Indicates that the requisition was prevented from being posted.
Recruiter
Identifies 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
Column
Status Details
Chapter 6 - Viewing My Requisitions and My Candidates
Definition
Provides details on the requisition statuses.
The following describes the statuses with their status details:
Draft: <None>
Pending: To be Approved, Rejected
Open: Approved, Scheduled, Posted, Expired, Unposted
On Hold: <None>, Expired, Unposted
Filled: <None>, Expired, Unposted
Canceled: <None>, Expired, Unposted
Deleted: <None>
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): 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
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 modify 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.
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
Icon
Description
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.
Adds comments to a candidate file. See “Adding Comments to a Candidate
File” on page 8-12.
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
button. Click Refresh.
3. Optional: Add more criteria to broaden or narrow your search.
Click
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.
My Candidates Column Headers
Columns in the Candidates list vary according to the list format selected. See “List Format Selector” on
page 6-10..
Column
Definition
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 disqualified
or need to be verified
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.
identifies ACE candidates.
identifies candidates currently employed by the company.
identifies 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 WebTop User Manual
Chapter 6 - Viewing My Requisitions and My Candidates
Column
Definition
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
for a 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
executive 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
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
at the top of the candidate list. The List Format Selector appears.
2. Select Personal Format from the List Format list.
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 furthest. 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.
Icon
New
Description
Reviewed
First, second and third interview
Testing
Offer
Hired
In the scenario below, a candidate has applied to four jobs:
Job
1
2
3
4
Job Status
Active for sourcing
Closed
Active for sourcing
Active for sourcing
CONFIDENTIAL INFORMATION
Candidate Status
New > To be Reviewed
Interview 2 > To be Scheduled
Offer > Rejected
Interview 1 > To be scheduled
Page 6-11
Manager WebTop User Manual
Chapter 6 - Viewing My Requisitions and My Candidates
The icon that would appear for this candidate across all contexts would be Interview 1
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 progression 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
) 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 requisition number, title and status, the
recruiter and hiring manager in charge, etc.
Requisition File Toolbar
Icon
Description
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:
Column
Definition
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, etc.
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.
Tab
Definition
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
Tab
Chapter 6 - Viewing My Requisitions and My Candidates
Definition
Resume
Provides information such as:
• personal information regarding the candidate
• education, work experience, certifications and references
• 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)
• paster cover letter and pasted resume
• 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
• IP Address where the statement was signed
• Date and time when the statement was signed
• 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 them, then
recruiter or manager responses will be overwritten.
Tracking
Displays the history of the candidate’s application, such as status
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
Icon
Description
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..
Adds comments to a candidate file. See “Adding Comments to a
Candidate File” on page 8-12..
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 performed on candidates.
Opening a File Attached to a Job-specific Application
1. Click View My Requisitions.
2. On the My Requisitions tab, click the name of the requisition on which the candidate applied.
3. Click the Candidate List tab and then click the name of the candidate.
4. Click the Resume tab. The Attached Files section on the tab consists of two subsections. The Jobspecific 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-specific 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
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
Manager 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
column of the selected requisition. For example, if
the requisition indicates three candidates in the
column in the Requisition List,
there should be three candidates displayed in the Candidate List.
Candidate List Toolbar
Icon
Description
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.
Adds comments to a candidate file. See “Adding Comments to a Candidate
File” on page 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 criterion.
2. In the contains/is field, enter your search or click the
button. Click Refresh.
3. Optional: Add more criteria to broaden or narrow your search.
Click
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 hyperlink. 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.
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
block cannot be edited for data consistency reasons.
Duplicating a Requisition
1. Open a requisition.
2. Click
. The requisition creation wizard opens.
3. Enter required information. See “Creating a Requisition” on page 5-1.
Printing a Requisition
1. Open a requisition.
2. Click
. The Print window opens.
3. Select the desired options.
4. 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 new I 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 if
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:
1. Open a requisition.
2. Click Cancel Requisition.
3. Enter comments in the displayed window.
4. Click Done. The status of the requisition is changed to Canceled.
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 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 > Menu > Options > Browser Configuration
•
•
•
•
•
•
•
•
•
Browser: Blackberry Browser
Support JavaScript (only necessary if login authentication has been activated via eShare
(JavaScript is still required on the login page))
Allow JavaScript Popups (only 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). You can perform a number of
tasks related to the candidate’s selection process and to the candidate’s profile.
Available actions may vary according to the Steps, Statuses and Actions, selected
for the Candidate Selection Workflows configured by your system administrator. For
more information, please contact your system administrator.
Buttons and Icon
Return to the top of a list.
Return to the main menu.
Save the information in a requisition or in a
candidate file.
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.
Open selector windows (user, department, job
template, skills, questions, etc.).
Open a selection menu.
Create a new requisition.
Click to cancel a requisition
Share a candidate with other users.
Match candidates to requisitions
Select an action (enter grade, add comments,
or attach a file), enter details (grade%) and
enter comments.
Reorder questions and skills included in a
requisition
Send information on a candidate to other
users.
Attach files or documents to a candidate file.
CONFIDENTIAL INFORMATION
Page 8-2
Manager WebTop User Manual
Chapter 8 - Managing and Processing Candidates
Add comments to a candidate file.
Changes have been made by another user to
a candidate file or to a requisition that you
own.
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.
Add items to a list.
Remove or delete an element in a list.
Indicates disqualified candidates in a
candidate list or in a candidate file header.
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
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
Interview, etc.) are only available 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
column in My Requisitions tab
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
1. Open a candidate file.
2. Select Match in the 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.
4. 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.
Sharing Candidates
You can share candidates with other users within your organization or with agents and agencies.
1. Open a candidate file.
2. In the More Actions list, select Share... The Action Dialog window opens with the Share action
selected.
3. On the Recipients tab, click
Multiple)” on page 14-8.
. The User Selector opens. See “User Selector (Single and
4. Select users, and then click Done.
5. On the Contents tab, select the information you want to share with other users.
6. On the Comments tab, enter comments in the Comments field.
7. 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.
8. Click Preview, if you want to view the information you selected.
9. Click Share to send the information 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. If a 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. In the 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 the candidate of the change. The Correspondence Wizard
will open after clicking Apply. See “Overview” on page 10-2.
4. Enter comments in the Comments 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.
2. In Details or Disposition, select the reason(s) why the candidate was rejected.
3. 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.
4. 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 -- initial step, initial
status). The action can be performed on a candidate having one the following status:
•
•
•
•
Rejected
Declined
Offer
Hired
The Reset Selection Process action is also restricted to the following conditions:
•
•
•
•
•
•
•
•
The action can only be performed for one candidate at a time.
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.
The requisition must be active (it cannot be canceled or filled).
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).
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 having 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).
O n e S tep W o rkflo w
S tep 1
S tep 2
S ta tu s 1
.
.
.
S ta tu s n *
S ta tu s 1
.
.
.
S ta tu s n *
C hange S tatus
S ta tu s 1
S ta tu s 2 *
S ta tu s 3 *
S ta tu s 4
S ta tu s 5 *
S ta tu s n *
M ove
A column named Next Action is available to be added to configurable candidate list formats. See “List
Format Selector” on page 6-10.
The Next Action column is available only for requisition-specific formats.
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:
•
•
Change the status of a candidate to the next completion status (if the step is not already
completed)
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. 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 selection 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 specific 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
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
Candidate selection workflows steps and statuses are included in the requisition.
Selection steps may vary from one requisition to another.
• 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
To view candidate selection steps, the requisition must have been created with a sequential
candidate selection workflow. For more information, contact your system administrator.
• It is only possible to move candidates from one step to another if the requisition was created using
a sequential candidate selection workflow.
• 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.
• 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. In the 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.
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. A 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. 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. In the More Actions list, select Change Status... The Action Dialog window opens with the
Change Status action selected.
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. A 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. In the More Actions list, select Bypass. The Action Dialog window opens with the Bypass action
selected.
3. Select a step in the to field and a status in the with status field. The next available step and status
appear 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.
5. Enter comments in the Comments field. A comment is mandatory with the Bypass action.
6. 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.
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.
3. Click Browse...
4. Locate and select the file. Then click Open.
5.
Locate and select the file. Then click Open.
6. Enter comments in the Comments field.
7. 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
difficulty in opening the file.
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
file.
Adding Comments to a Candidate File
1. Open a Candidate File.
2.
or select Add Comments... in the More Actions list. The Action Dialog window opens
Click
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.
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.
2. Click
. The Print Configuration window opens.
3. In the Content and Order section, select the candidate file sections to print and their print order.
4. Click Default to set the content and order to the default settings.
5. Click Preview to view the printout before printing.
6. Click Print.
Printing Several Candidate Files
1. In the Candidates window, select each candidate file to print. Making no selection prints all the
candidate files.
2. Click
. The Print Configuration window opens.
3. In the Selection section, select all candidate files or the ones selected previously.
CONFIDENTIAL INFORMATION
Page 8-13
Manager WebTop User 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.
6. Click Preview to view the printout before printing.
7. Click Print.
Sending a Correspondence to a Candidate
1. Select a candidate file.
2. Select Change Status in the More Actions list. The Action Dialog opens.
3. 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
A recruiter or hiring manager with the proper permissions can generate a new candidate password at
the candidate‘s request (usually verbal).
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 application in a career section.
To request a Screening Service:
1. Open a candidate file.
2. In the More Actions list, select Request a Screening Service... The Request a Screening Service
window opens.
3. Select a screening service in the Available Services list.
4. 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
delays 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.
4. 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 Outlook 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
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.
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 scheduling the candidate for an interview, ensure that the information is in
the candidate’s language.
3. Clear Invite the candidate if you do not want to invite the candidate to the interview.
4. Click
next to the Organizer field to select an interview organizer other than user
creating the interview. The Organizer field is required.
5. In the 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.
Click
to validate the email addresses of internal attendees before
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 attendee.
Your system administrator may limit attendees to members of the groups to which
you belong.
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.
7. 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 specified using the list only and cannot be edited
manually. All interview time information is in the organizer’s time zone.
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
select a different template (if available).
to
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 information 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
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.
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 requisition... 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:
•
the Candidates list, under the Interview column
•
the Candidate File, under the Tracking tab
•
the Candidate File, in the header.
You must have the permission to view sensitive candidate information to access the
Interview Information window.
CONFIDENTIAL INFORMATION
Page 8-19
Manager WebTop User Manual
Chapter 8 - Managing and Processing Candidates
Candidates list, Interview column
1. In the Candidates list, click the link in the Interview column. The Interview Information window
opens.
Your system administrator must activate the Interview column and you must add it
to the Candidates list using the List Format Selector icon (
).
Candidate File, Tracking tab
1. Open the candidate file.
2. Click the Tracking tab.
3. 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 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.
2. If desired, double-click the candidate file or requisition attachment.
3. 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.
2. Double-click the "Add to my calendar.ics" attachment.
3. A message containing choices on how to open an attachment appears. Select Open.
4. A message entitled Scheduling Notes in iCalendar file appears. Select Import All.
5. 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 update a
specific 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.
4. 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.
•
Attendees that have been removed receive a cancellation message. See “Canceling an Interview
Meeting” on page 8-22.)
•
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
specific 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 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.
•
The ics file attachment is now named “Update my calendar.ics”.
CONFIDENTIAL INFORMATION
Page 8-21
Manager WebTop User Manual
•
Chapter 8 - Managing and Processing Candidates
In the Candidate File, the Tracking tab indicates that the interview has been updated.
The interview update is not automatic in Lotus Notes. Notes users must remove the
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.
2. From the More Actions list, select Cancel the Interview. The Cancel an Interview window opens.
3. Select to send or not to send a cancellation message to all attendees. You are also reminded if
the invited candidate 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
must manually remove the appointment from their calendar.
4. 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.
•
The ics file attachment is now named “Remove from my calendar.ics”.
•
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 1st, 2nd and 3rd Interview statuses or any status mapped to these referential
statuses.
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 1st, 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 816.). 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 perform 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 status 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.
Only actions taken on an attached file are tracked, not changes to the file content.
To view actions taken on attached files in the candidate file Tracking tab:
• The Attachments category must be selected in the Tracking Event Categories
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 Supplementary 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 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 applications.
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:
•
•
•
•
•
•
•
•
•
•
•
Agent
Candidate Progression
Comments
Screening Services
Questions and Skills
Regulations
Candidate Information
Resume
Correspondence
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 tracking for the following applications contains the following options:
Current application (default view)
• In Selection Process
• 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
and agent removed
Agent:
1. Agent
Recommended by or associated
to an agent
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
2. Selection Process
Moved to step
2. Selection Process
Revert
2. Selection Process
Selection workflow changed
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 Process
Approval Process Terminated
2. Selection Process
Approval Rejected
2. Selection Process
Approval Request Submitted
2. Selection Process
Approved
CONFIDENTIAL INFORMATION
Start Date:
Selection workflow changed from
to
Approval Path: {approvers}
Page 8-27
Manager WebTop User Manual
Chapter 8 - Managing and Processing Candidates
Category
Tracking Event
2. Selection Process
Approved Offer Recipient
Changed
Changed to: {user}
2. Selection Process
Approvers Added
Added: {approvers}
2. Selection Process
Approvers Removed
Removed: {approvers}
2. Selection Process
Accepted
Event Date:
2. Selection Process
Canceled
2. Selection Process
Created
2. Selection Process
Expiration Date Updated
Modified from to
2. Selection Process
Extended (Verbally)
Event Date:
2. Selection Process
Extended (Written)
2. Selection Process
In Negotiation
2. Selection Process
Passed
2. Selection Process
Refused
2. Selection Process
Reneged
2. Selection Process
Rescinded
2. Selection Process
Start Date Updated
Modified from to
2. Selection Process
Submitted profile
Via Job-specific Application
2. Selection Process
Target Start Date Updated
Modified from to
2. Selection Process
Update Extended (Verbally)
Event Date:
2. Selection Process
Update Extended (Written)
2. Selection Process
Application deleted
2. Selection Process
Undeleted application
2. Selection Process
Event date changed
For action: From : To :
2. Selection Process
Candidate file snapshot taken
Candidate File Snapshot
2. Selection Process
Unsuccessful Candidate
Candidate File Snapshot
3. Comments
Comments added
3. Comments
Grade deleted
3. Comments
Grade entered
New grade: %
4. Screening
Results received
{service} {provider}
4. Screening
Screening results migrated
Following a version change
4. Screening
Service requested
{service} {provider}
4. Screening
Service status changed to {status}
{service} {provider}
CONFIDENTIAL INFORMATION
Event Detail
Page 8-28
Manager WebTop User Manual
Category
Chapter 8 - Managing and Processing Candidates
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
from requisition
Question: ***Answer before
change:
5. Questions and Skills
Prescreening tab has been modified
Prescreening tab snapshot
6. Regulations
Regulations - Initial entry
EEO (USA) information entered
6. Regulations
Regulations - Initial entry
Employment 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
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 Update
Supplementary comments before
change: Details
8. Resume
Education - Added
CONFIDENTIAL INFORMATION
The information on this candidate
has been shared with:
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
8. Resume
Work experience - Added
8. Resume
Work 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
11. Candidate File Update
Submitted profile
11. Candidate File Update
Submitted profile
11. Candidate File Update
Updated profile
11. Candidate File Update
Updated profile
Following a request for more information
11. Candidate File Update
Updated profile
Via File Import
11. Candidate File Update
Updated the candidate's profile
Via Capture Resume
11. Candidate File Update
Application updated
11. Candidate File Update
Application updated
Via File Import
11. Candidate File Update
Updated the candidate's application
Via Capture Resume
CONFIDENTIAL INFORMATION
{Field Name} before change:
Via Capture Resume
Via File Import
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 contexts:
•
•
•
Quick Search
Advanced Search
Candidate folders
1. In the search results page, select two candidate files.
2. Click Merge... in the toolbar.
3. 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
most recent candidate file.
•
If the most recent candidate was referred, the system
suggests the oldest candidate file.
•
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 Employer
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
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:
Events
Candidate file merged
Candidate file merged
Details
This candidate file has been enhanced with the content of the
following file:
This candidate file has been merged with the following file:
Things to consider
It is not possible to automatically 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:
•
•
•
•
The duplicate candidate file is already in an onboarding process.
The duplicate candidate file contains an offer.
The duplicate candidate file contains an interview request.
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
file 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 allowed
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
Chapter 9 - Searching for Candidates
Overview
The Search for Candidates link lets you search for candidates who have applied for a job or who
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.
Save the information in a requisition or in a
candidate file.
Cancel the requisition you are creating
without saving the changes.
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
elements.
Remove elements from a list of selected
elements.
Launches the search process.
Uses the search criteria displayed on the
search page criteria as default search
values.
Clear all search criteria.
Open selector windows.
Click to view additional search criteria, or to
hide search criteria.
Open the calendar.
Click to print your search results.
Click to match a candidate to a requisition.
The requisition selector opens.
Click to share candidates with internal and/
or external users.
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. In the 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 new regulation
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.
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 equivalent 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:
•
•
•
•
•
•
•
•
Does not matter
Last 2 Days
Last 7 Days
Last 14 Days
Last Month
Last 3 months
Last 6 months
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
• 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 choices
are:
Excluded
• Included
•
Place of residence
You can search where candidates live by specifying the actual and surrounding geographical area or
postal code. Possible choices are:
Location
Within X miles of Zip/Postal Code
• 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
Selector window opens.
•
•
•
. The Location
Select a location.
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".
Click
. The Location Selector window appears
• Select a location.
• 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 specified 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 to 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
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 number 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 from 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
•
•
•
•
•
•
•
•
Configure your list format.
Go back to your search query and change your search criteria.
Filter your search results.
Print your search results.
Select a candidate to open a Candidate File.
Match a candidate to a requisition.
Share a candidate with other users.
Return to the Welcome page.
Additional Information on Candidate Search Results
In a candidate file, the search tool will search on:
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 specific 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
Can be viewed in a
Candidate File
Searchable
Can be viewed in a
Candidate File
Candidate Attachment
(3 most recent)
Yes
Yes
Yes
Yes
Recruiter Attachment (2
most recent)
Yes
Yes
Yes
Yes
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.
Icon
Description
Prints candidate files. See “Printing Candidate Information” on page 9-9.
Match...
Matches candidates to requisitions. See “Matching Candidates to
Requisitions” on page 8-5.
Share...
Shares a candidate with other recruiters. See “Sharing Candidates” on
page 8-5.
Configuring the List Format
You can personalize your candidate list format directly from the search results page.
1. Click
to the right of the navigation buttons. The List Format Selector opens.
2. In the 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. If you want to print your search results, click Print to open the Configure Printing window.
2. If you want to print all the candidate files in the Candidate Search Results list, select All
Candidates.
3. If you want to print only selected candidates, (previously selected in the Candidate Search Result
list), click Selected Candidates.
4. In the Content and Order section, select List only, if you only want to print the list of candidates
without any content information.
5. 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.
6. 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.)
7. 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 wildcard 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 performed 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, consulting, 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
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.
Go to the next step in the wizard.
Cancel the correspondence without saving the
changes.
Send your email correspondence. This button is
only displayed when your message is ready to
be sent.
Print a correspondence. This button is only
displayed when the message is ready to be
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.
2. Click More Actions and then click Change Status...
3. Click a new status in the to drop-down list.
4. 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.
6. Click a delivery method to select it.
Email
• Printed Letter
• Printed Fax
For the printed fax, a cover page can be included. This 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
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
letter has been sent.
7. If you wish, enter comments in the Reference / Comments field.
8. Click Continue.
9. 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
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 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...
4. 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.
6. Click the Select a message template field and then select a template.
7. Click a delivery method and, if you wish, enter a comment in the Comments field.
8. 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 Multiple 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.
4. Click Done.
5. 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.
6. Click Continue.
7. 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 and 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.
CONFIDENTIAL INFORMATION
Page 12-2
HTML Editor
Manager WebTop User Manual
Chapter 13 - HTML Editor
Overview
The HTML Editor in the Manager WebTop is available when you need to create, edit and format text
when creating 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
that will be sent to candidates, or to other users.
Tool
Description
Cuts selected text.
Copies selected text.
Pastes selected text.
Searches text.
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.
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
Tool
Description
Indents text.
Creates a numbered list or bulleted list.
Creates a table in the Correspondence
Manager only. See “Inserting a Table” on
page 13-3.
Displays an enlarged view of the job
description.
Displays HTML Editor help.
Previews your text.
Selecting a Text or Background Color
1. In the HTML Editor, click
or
. 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
. The Table Properties window opens.
2. Enter the number of columns (1 to 100).
3. Enter the number of rows (1 to 100).
4. Enter the width of the table.
5. Select borders for the table or not.
6. Click Done.
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. In the HTML Editor, click
. The Spell Checker window opens.
2. 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 All 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.
3. Click Done to close the spell checker and save your corrections.
Inserting a Link
1. In the HTML Editor, select the text. Click
. The Link Properties window opens.
2. In the Address field, enter the address of the link with the proper protocol (Web site, email, etc.).
3. Click Done.
Finding Text
1. In the HTML Editor, click
. The Find window opens.
2. Enter the search text in the Find field.
3. Select Match whole word only to find the exact text you entered and not just a fragment.
4. Select Match case to make the search case-sensitive.
5. Select Up or Down to search above or below the cursor position.
6. Click Find to start the search or to look for the next entry.
7. Click Cancel.
CONFIDENTIAL INFORMATION
Page 13-4
Manager WebTop User Manual
Chapter 13 - HTML Editor
Cleaning Microsoft Word Code
In the HTML Editor, click
to remove conflicting Word code in existing requisitions.
When pasting text from a Word document in a current requisition, the following message appears:
CONFIDENTIAL INFORMATION
Page 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
Criteria
Click
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.
to add search criteria fields.
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 are 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.
• 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.
• By Location: Displays the requisitions by location.
• By Organization: Displays the requisitions by organization.
Show Parent
Folder
Contents
Displays all elements in the parent folder of the tree structure. This option
might not always be available.
Show Subfolder
Contents
Displays elements in the sub-sections of the tree structure.
Tree
Structure
Represents your organizational hierarchy.
Selector windows containing a tree structure in the left pane have a button to collapse
and
the tree structure. By default, these selector windows are collapsed at entry, simplifying
expand
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-folder in the left pane, the list associated
with the folder or sub-folders appears in the right pane.
More
Criteria
Click
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.
to add search criteria fields.
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. In the 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.
6. For a single selection, select the job field in the Available Job Fields section.
7. For multiple selections, select the job fields in the Available Job Fields section. Click Add. 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.
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 specific 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 all existing locations.
World
Region
Displays locations with specific world region name elements.
Country
Displays locations with specific country name elements.
State/
Province
Displays locations with specific state or province name elements.
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
Chapter 14 - Selection Tools
Skill Selector
Available criteria for these windows are:
All
Displays all available skills.
Technical
Skill
Displays skills with specific name elements.
Primary Skill
of
Displays skills that are primary skills for a “category” and contain a specific
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 answer 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 specific agency.
Specialities
Displays agents whose speciality matches the requisition’s structure.
CONFIDENTIAL INFORMATION
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
Number
Displays requisitions with a specific requisition number.
Recruiter
Displays requisitions with a specific 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
Details
Displays requisitions with a specific status detail element.
Requiring
Attention
Displays requisitions that need urgent attention (AIF Flag).
Keyword
Displays requisitions with a specific keyword.
Matching
Requisitions
This option is available when matching candidates. It lets you modify the
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
Number
Displays departments with a specific department number element.
Department
Name
Displays departments with a specific department name element.
Hiring
Manager
Displays departments with a specific hiring manager name element.
CONFIDENTIAL INFORMATION
Page 14-7
Manager WebTop User Manual
Chapter 14 - Selection Tools
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 (Single and Multiple)
Available criteria for these windows are:
All
Displays all existing users.
Frequent
Collaborators
Displays the list of collaborators defined in My Setup.
To be available, the Collaborators field must be activated by your system
administrator.
Suggested
Users
Displays the owners (recruiter, recruiter assistant, hiring manager, hiring
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
Address
Displays users with a specific email element.
Employee ID
Displays users with a specific employee ID number element.
Title
Displays users with a specific 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.
CONFIDENTIAL INFORMATION
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.
Institution 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 specific 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
Description
Displays time zones with a specific description element.
GMT +/-
Displays time zones with a specific Greenwich Mean Time element.
Source Selector
Available criteria for these windows are:
All
Displays all sources.
Source
Name
Displays sources with a specific name element.
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 userdefined sources).
Skill Selector (Left Pane)
Show Skills from
The left pane of the Skill 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
.
2. If there 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
. The Job Field Selector window opens.
CONFIDENTIAL 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.
Or
1. Enter a value in the field and click
.
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
. 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.
Or
1. Enter a value in the field and click
.
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
. 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 RecruitingTM enables you to get to your top candidates instantly, without sorting through volumes
of unqualified applicants.
How does ACE Recruiting work?
•
•
•
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 the ideal candidate criteria to determine prescreening skills and/or jobspecific questions, as well as to determine the scoring strategies appropriate for the requisition.
2. ACE Communications - Automated Communication Exchange
Automated system messages and candidate identification
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 Questions
To score candidates, two actions must be taken when attaching questions and skills to requisitions
and templates.
Specify whether criteria are considered requirements or assets.
• 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:
Question: Which of the following programming languages do you know best?
• Answers: Java (required) / Perl / C (asset)
• 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?
• Answers: Two (required)/Three to five/Six or more (asset)
• 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?
• Answers: Yes (required)/No
• Candidate’s answer: Yes
•
Question 2: How many years of experience do you have?
Answers: Less than two years/Three to five years/Six or more (asset)
• Candidate’s answer: Six or more
•
•
The candidate will be correctly identified 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
ago
3-4 years
ago
5+ years
ago
None
0
0
0
0
0
0
Beginner
5
25
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.
- 1 year
1-3 years
3-4 years
5+ years
None
0
+5
+10
+15
+20
Beginner
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
questions. 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
year
Candidates possess between 1 and 11 months of work experience during
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.
1 to 3 years
ago
Candidates successfully performed the skill between 12 and 35 months ago.
3 to 5 years
ago
Candidates successfully performed the skill between 36 and 59 months ago.
5 years ago
or +
Candidates successfully performed the skill between 60 months ago or more.
Interest 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 performing 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 perform 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. I am creating a requisition, and I don’t see all the pages described in the Creating a Requisition
chapter.
• Pages and Information Blocks may vary according to the requisition workflow selected by the
system administrator.
• New pages and information blocks may have been created.
• Pages and information blocks may also have been renamed.
2. I am creating a requisition and I cannot see the EEO fields on the Administration page.
• 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. I am creating a requisition and I cannot see the EE fields on the Administration page.
• EE applies to Canada. The Canada location was not selected in Primary Location or Other
Location on the Structure and Template page.
4. I am looking for a specific template and my results show 0 templates. Why can't I find the
template I am looking for?
• 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.
• If By Job, By Location or By Organization, is selected, change the selection to view other Job
Templates.
• Double check that you are on the specific structure folder or sub-folder for the template you
are seeking.
• The Requisition Type of the job template has been disabled.
5. When I create a requisition, I don’t see the Requisition Types options at the beginning of the
process.
• If 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 I create a requisition, I don’t see the Requisition Autofill page
• The Requisition Autofill setting may not be enabled in your user setup.
• To enable Requisition Autofill, click Modify My Setup on the Welcome page. The My Setup
window opens.
• On the Preferences tab, select the Requisitions sub-tab.
• Select I want to use the “automatic filling” option of the requisition wizard.
7. When I create a requisition, I don’t see the Posting Options page.
• If only one posting option is available at your 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.
• 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
for?
• 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).
• 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 I find the requisitions I own?
• On the Welcome page, click Requisitions in View my Requisitions and Candidates. The Requisitions 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 I find a recruiter’s comments in the system?
On a Candidate File
• The recruiter or other users can add comments in a candidate file. The comments appear on
the Tracking tab.
On a Requisition
• 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 History 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?
• 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 available, please contact your system administrator. See “List Format Selector” on page 6-10.
• 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?
• 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, I am using the email message templates. How do I send the
email to more than one person?
• 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, will it bounce back to the sender?
• No, the message goes nowhere and no one is notified.
16. I received a Taleo (-1) error. What can I do?
• Record all the steps you took prior to receiving the error.
• 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 I do?
•
•
•
•
Close the browser and re-launch the application.
If it still happens, check your browser settings according to the technical requirements.
If the problem still occurs, re-boot your computer.
If the problem persists, Report the error to your system administrator who will forward the information to Taleo for investigation if necessary.
CONFIDENTIAL INFORMATION
Page 16-3
">