PeopleSoft Staffing Front Office 9.1 PeopleBook

Using the Agenda and History Functions and Sending Emails

This chapter provides an overview of the agenda functions in Oracle's PeopleSoft Staffing Front Office and discusses how to:

Work with your agenda.
Research history.
Send and review emails.

Understanding the Agenda Functions in PeopleSoft Staffing Front Office

Use the agenda to organize future tasks. In the course of a day, you are likely to access many different applicant, employee, customer, order, and assignment records. In doing so, you might have to contact several individuals. The agenda helps track what you need to do in the immediate and near future and helps you manage time, contacts, and future work.

Working With the Agenda Function

The agenda is your personal to-do list. Agenda items can be added to your list a number of ways:

You can manually place items on your agenda from many pages in the application by using the Add Agenda link.
The system can automatically place items such as the confirmation call, arrival call, and follow-up call on the agenda when a candidate accepts an offer.

Working with Your Agenda

This section discusses how to:

Use the agenda features.
Enter agenda details.
Review agenda details.

Pages Used to Work with Your Agenda

Page Name	Definition Name	Navigation	Usage
Agenda	FO_AGENDA	Staffing, Agenda and History, View/Update My Agenda Staffing, Agenda and History, Add/Update Manager Agenda	Track action items that you want to schedule for completion on a particular day.
Agenda Detail	FO_AGENDA_DETAIL	Staffing, Agenda and History, View/Update My Agenda, Agenda Detail Staffing, Agenda and History, Add/Update Manager Agenda, Agenda Detail	View additional information about an item or update information for an existing item.
Review Agenda	FO_AGENDA_INQUIRY	Click the Agenda Date Range Search link on the Agenda page. Staffing, Agenda and History, Review Agenda	Recall and search for agenda items by event type, setID, order, date range, and so on.

Using the Agenda Features

Access the Agenda page (Staffing, Agenda and History, View/Update My Agenda).

Completed

After you complete the action that is associated with an agenda item, select the associated check box to mark the item as completed, after which the item becomes unavailable for entry and updates.

Start Time and End Time

Enter the beginning and ending times for the agenda item.

Description

The agenda event type.

Detail

Click the icon in the Detail column to view more information about the agenda item. On the Agenda Detail page, you can review (or change) all information about the agenda item. You can also copy or transfer an agenda item to another user by entering Copy or Reassign in the Change User field, and saving the page. The reassign function transfers the item to the appropriate user's list and removes it from the current user's list when you save the page. If you are using the copy function, the system adds the item to the appropriate user's list and does not remove it from the current user's list.

To reschedule an item, change the Date field, the Start Time field, or the End Time field on the Agenda Detail page. When you reschedule an item, the system automatically reschedules it to the new date and removes it from the list for the date on which it was originally scheduled.

Customer Name

The name of the customer for whom the item is scheduled (if applicable).

Resource Name

The name of the applicant, employee, or non-employee for whom the item is scheduled (if applicable).

Priority

You can change this value on the Agenda Detail page.

Click the Add button to add a new item. Enter the start time and end time, and then click the Detail button. On the Agenda Detail page, enter all information that is relevant to the agenda item, including the event type and contact method.

Note. Both times are AM by default, so you may need to manually enter PM or enter the time in military time when relevant. For example, enter 1300 to represent 1:00 PM.

Previous Day, Next Day, Next Week, Next Month, Today, and Agenda Date Range Search

Click these links to view your agenda items for the respective time period.

Click the Agenda Date Range Search link to conduct a more detailed search for agenda items.

Show Completed Items and Hide Completed Items

Completed items remain on the agenda for that day as part of the history of that record. However, you can click the Hide Completed Agenda Items button to remove the items from view, and you can click theShow Completed Agenda Items button to display them.

Note. The button that appears depends upon the options selected. For example, if completed items are displayed, the Hide Completed Items button appears.

Mark All Items Completed

Click this button to select all check boxes in the Completed column.

Entering Agenda Details

Access the Agenda Detail page (Staffing, Agenda and History, View/Update My Agenda, Agenda Detail).

Start Date/Time and End Date/Time

Enter the date and time on which the item is scheduled. The system will calculate the duration based on the values entered here.

Duration

The system calculates the duration of the item based on the start and end time values.

Recurring Event

Select to have the system schedule the item for a future date after this occurrence has been completed.

On the Contact component, Staffing Information page, you can specify a default number of recurring event days. When you create an agenda item, you can set the item to be recurring. When you complete the item, the system creates a new item for the specified number of days after the original.

Note. To trigger the creation of the next item, you must first complete the current item. The system then displays the Next Event Date field.

Contact Method

Enter the method of contact for the item: Call, Email, In-Person, Verbal, or Written.

Mark Complete

Select this check box when you complete the item. After you do so and save the record, you can hide the item.

Event Type

Enter the type of event that is associated with the agenda item, such as Availability or Call. You define event types as part of your Staffing Front Office configuration.

Customer SetID and Customer ID

Enter the setID and ID of the customer who is associated with this agenda item (if applicable).

Click the adjacent customer name link to open and view the customer's information on the Customer General Information page in a new window.

Contact SetID and Contact ID

Enter the setID and ID of the contact who is associated with this agenda item (if applicable).

Staffing Branch, Business Unit, Order, and Assignment ID

Enter the branch and PeopleSoft PC business unit with which the agenda is associated and, if applicable, the order and assignment IDs.

Candidate

Select Appl (applicant) or Empl (employee or non-employee) to designate the status of the candidate who is associated with this agenda item (if applicable), and then enter the person's ID in the adjacent field.

Priority

Indicate the priority level of the item: High, Low, or Medium. This is useful when you are sorting through long lists of items on the Agenda page.

Comments

Enter additional information about the agenda item.

Reviewing Agenda Details

Access the Review Agenda/History page (Staffing, Agenda and History, Review Agenda/History).

To search for agenda or history items, on the top part of the page, enter the field values for which you want the system to search. The more information that you enter the more specific the search is. To view details for an item, click the detail icon at the end of the item's row.

You can save each inquiry's criteria as a unique name to be accessed at a later time. For example, you can save an inquiry that you want to run each week.

Detail

Click the detail icon to view the event details in the Details group box below the search results.

Mark Complete, Postpone Start Date,Postpone End Date, Change Assigned To, and Change Priority

Click the check box or enter the information you want to change, and click the Perform Action button.

When you save the page, the system performs the requested action.

Researching History

Use the history functions in PeopleSoft Staffing Front Office to help keep track of tasks that you completed in the past.

In PeopleSoft Staffing Front Office, you can view, update, and save information about transactions or conversations that have already occurred. These include many of the events in which an employee has been involved, such as past orders and assignments. The system automatically saves some events to history. However, you can add other items at your discretion.

To add history, use the Add History link that is found on many pages in the application. No limit exists to the number of history rows that you can add to a record. However, you may periodically have to purge history records to reduce volume, increase storage capacity, and improve your system performance.

This section discusses how to:

Use the history review features.
View and enter history detail.

Pages Used to Research History

Page Name	Definition Name	Navigation	Usage
Review History	FO_HISTORY_INQ	Staffing, Agenda and History, Review History	Recall and perform predefined history searches.
History Detail	FO_HISTORY_DTL	Click a View History button on the Review History page.	View, update, and save records of transactions that have already occurred.

Using the History Review Features

Access the Review History page (Staffing, Agenda and History, Review History).

You can view history records across specific dates, users, or history types. You can also create history inquiries and save them.

This page functions similar to the Review Agenda page, but includes five additional fields.

See Reviewing Agenda Details.

To view the details about a specific row of information, click its View History button.

Line	Displays the line number.
Decline Reason	Enter a candidate's reason for declining an assignment to further narrow your search, such as Benefits, Hours, or Pay.
Other Reason	Enter the other reason status, such as No Answer, or Phone Busy.
Offer Result	Enter a candidate's decision to take or not take an assignment to further narrow your search, such as Accept, Assign, Consider, Decline, or Other.
Event Status	Displays the status if the item is part of an event list.

Viewing and Entering History Detail

Access the History Detail page (Click a View History button on the Review History page).

The layout of the History Detail page is the same for all types of history records. The only difference is the type of history that the system retrieves. History items can be added using this page, or through links in the Applicant, Employee, Order, Assignment, Customer, and Contact components.

Actual End Date	Indicates the date on which the history item was completed.
Contact Method	Indicates the method of contact for the item, such as Call or Verbal.
Date	Displays the date for which the history item was scheduled.
Email ID	Click this link to view sent emails associated with this history item.
Customer SetID, Customer ID, Contact SetID, Contact ID, Order, and Assignment ID	These elements enable you to cross-reference history items with customers, contacts, orders, and assignments.
Agenda Priority	Indicates the priority of the item when it was scheduled in the agenda. Priority is useful when you are sorting long lists of agenda items.
Email ID	Click to access the Sent Email page.
Offer Result	This field applies only to history items that are associated with the creation of assignments. It indicates the result that best represents why the applicant or employee accepted or declined a position.
Decline Reason	This field only applies to history items that are associated with the creation of assignments. It indicates the reason why the employee declined the position or assignment.
Other Reason	This field applies only to history items that are associated with the creation of assignments. It indicates the reason for an offer result of Other.
Date Time Added	Indicates the date and time that a user added the history record.
Comment Text	Enter additional information about the history item.

Sending and Reviewing Emails

Oracle delivers several email templates that are available to different roles, based on the page used to access the Compose Mail page. There are several email icons available throughout the transaction pages. The templates available on the Compose Mail page depend on the user role and the place on the page where the Send Email button is clicked.

This section describes how to:

Send email
Review sent email.
Review sent email details.

Pages Used to Send and Review Emails

Page Name	Definition Name	Navigation	Usage
Compose Mail	FO_SND_EMAIL	Click the email button on several Staffing pages.	Send an email to the applicant.
Applicants for Attachment	FO_RES_ATTACH	Click the email button on the Contact Information page. Click the Attach Resume button on the Compose Mail page.	Search for candidates with resumes uploaded to the database and attach the resumes to the email.
Customer Information for Attachment	FO_CUST_SNDMAIL	Click the email button on the Contact Information page. Click the Add Customer Info button on the Compose Mail page.	Add customer related information to the email.
Applicants	FO_PROFILE_APP	Click the email button on the Contact Information page. Click the Attach Profile button on the Compose Mail page.	Enter an applicant ID and the desired placement. When you click the Upload Profile button, the system runs the Generate Candidates Resume process (FO_APP006) and the generated profile is then attached to the email.
Sent Email	FO_SNDEMAIL_INQ	Staffing, Agenda and History, Review Sent Email	Review sent emails.
Sent Email Detail	FO_SNDEMAIL_DTL	Staffing, Agenda and History, Review Sent Email Click the Show Details button on the Review Sent Email page.	Review sent emails.

Sending Emails

Access the Compose Email page (Click the Send Email button available on several transaction pages).

Template

Select the template to apply to the email. The templates available depend upon the place in the system from where the Compose mail page is accessed.

Apply

Click to apply the chosen template to the page. The system will replace the template variables with the appropriate values from the transaction page.

Add Attachment

Click to add an attachment to the email.

Attach Resume

Click to access the Applicants for Attachment page and search for candidates with resumes uploaded to the database and attach the resumes to the email.

Add Customer Info

Click to access the Customer Information for Attachment page and add customer related information to the email.

Attach Profile

Click to access the Applicants page and enter an applicant ID and their desired placement to generate a profile to attach to the email.

Reviewing Sent Emails

Access the Review Sent Email page (Staffing, Agenda and History, Review Sent Email).

You can enter partial text (for example, %text%) for all fields except the Date Sent field, or leave all fields blank to return all values.

Reviewing Sent Email Details

Access the Sent Email Detail page (Click the Show Details button on the Review Sent Email page).

View sent email details, including text or attachments.

Completed	After you complete the action that is associated with an agenda item, select the associated check box to mark the item as completed, after which the item becomes unavailable for entry and updates.
Start Time and End Time	Enter the beginning and ending times for the agenda item.
Description	The agenda event type.
Detail	Click the icon in the Detail column to view more information about the agenda item. On the Agenda Detail page, you can review (or change) all information about the agenda item. You can also copy or transfer an agenda item to another user by entering Copy or Reassign in the Change User field, and saving the page. The reassign function transfers the item to the appropriate user's list and removes it from the current user's list when you save the page. If you are using the copy function, the system adds the item to the appropriate user's list and does not remove it from the current user's list. To reschedule an item, change the Date field, the Start Time field, or the End Time field on the Agenda Detail page. When you reschedule an item, the system automatically reschedules it to the new date and removes it from the list for the date on which it was originally scheduled.
Customer Name	The name of the customer for whom the item is scheduled (if applicable).
Resource Name	The name of the applicant, employee, or non-employee for whom the item is scheduled (if applicable).
Priority	You can change this value on the Agenda Detail page.
	Click the Add button to add a new item. Enter the start time and end time, and then click the Detail button. On the Agenda Detail page, enter all information that is relevant to the agenda item, including the event type and contact method. Note. Both times are AM by default, so you may need to manually enter PM or enter the time in military time when relevant. For example, enter 1300 to represent 1:00 PM.
Previous Day, Next Day, Next Week, Next Month, Today, and Agenda Date Range Search	Click these links to view your agenda items for the respective time period. Click the Agenda Date Range Search link to conduct a more detailed search for agenda items.
Show Completed Items and Hide Completed Items	Completed items remain on the agenda for that day as part of the history of that record. However, you can click the Hide Completed Agenda Items button to remove the items from view, and you can click theShow Completed Agenda Items button to display them. Note. The button that appears depends upon the options selected. For example, if completed items are displayed, the Hide Completed Items button appears.
Mark All Items Completed	Click this button to select all check boxes in the Completed column.

Start Date/Time and End Date/Time	Enter the date and time on which the item is scheduled. The system will calculate the duration based on the values entered here.
Duration	The system calculates the duration of the item based on the start and end time values.
Recurring Event	Select to have the system schedule the item for a future date after this occurrence has been completed. On the Contact component, Staffing Information page, you can specify a default number of recurring event days. When you create an agenda item, you can set the item to be recurring. When you complete the item, the system creates a new item for the specified number of days after the original. Note. To trigger the creation of the next item, you must first complete the current item. The system then displays the Next Event Date field.
Contact Method	Enter the method of contact for the item: Call, Email, In-Person, Verbal, or Written.
Mark Complete	Select this check box when you complete the item. After you do so and save the record, you can hide the item.
Event Type	Enter the type of event that is associated with the agenda item, such as Availability or Call. You define event types as part of your Staffing Front Office configuration.
Customer SetID and Customer ID	Enter the setID and ID of the customer who is associated with this agenda item (if applicable). Click the adjacent customer name link to open and view the customer's information on the Customer General Information page in a new window.
Contact SetID and Contact ID	Enter the setID and ID of the contact who is associated with this agenda item (if applicable).
Staffing Branch, Business Unit, Order, and Assignment ID	Enter the branch and PeopleSoft PC business unit with which the agenda is associated and, if applicable, the order and assignment IDs.
Candidate	Select Appl (applicant) or Empl (employee or non-employee) to designate the status of the candidate who is associated with this agenda item (if applicable), and then enter the person's ID in the adjacent field.
Priority	Indicate the priority level of the item: High, Low, or Medium. This is useful when you are sorting through long lists of items on the Agenda page.
Comments	Enter additional information about the agenda item.

Template	Select the template to apply to the email. The templates available depend upon the place in the system from where the Compose mail page is accessed.
Apply	Click to apply the chosen template to the page. The system will replace the template variables with the appropriate values from the transaction page.
Add Attachment	Click to add an attachment to the email.
Attach Resume	Click to access the Applicants for Attachment page and search for candidates with resumes uploaded to the database and attach the resumes to the email.
Add Customer Info	Click to access the Customer Information for Attachment page and add customer related information to the email.
Attach Profile	Click to access the Applicants page and enter an applicant ID and their desired placement to generate a profile to attach to the email.