Setting Up Online Job Offer Attachments

Benefits of the Common Attachments Framework

Using the common attachment framework enables you to:

• Ensure that recruiters have access to current versions of standard documents.

• Enable recruiters to pick from a list of appropriate documents rather than having to remember what documents are available.

• Define different lists of attachments for different contexts, such as different business units, regulatory regions, or job codes.

Types of Documents in the Attachment Framework

Generally, we think of “attachments” as file attachments. However, the attachment framework supports three types of objects. Only two of these are commonly used as job offer attachments:

• File attachments.

• URLs (links).

The third object supported by the attachment framework is known as a document definition. Document definitions are not typically used in recruiting. They are empty placeholders that are used to collect specified types of information from self-service users. (For example, the self-service process for applying for a medical leave might include a document definition for a completed medical form, which the employee is responsible for uploading.)

If you were to create a document definition for a job offer, the recruiter (and not the applicant) could put file attachments, URLs, or text notes into the placeholder. But because the recruiter can add files attachments directly to the offer and can incorporate URLs and text notes into the offer letter, using document definitions for this functionality normally adds complexity without providing any benefit.

Note that the applicant who views the offer in Candidate Gateway can see any files, URLs, or notes that a recruiter puts into a document definition, but the applicant cannot use the document definition to add information to the system. Instead, the online job offer page provides a separate mechanism that the applicant uses to upload completed forms or send messages to the recruiter.

Establishing a Context-Sensitive Attachment Library

Refer to the documentation for Configuring Attachments for complete information on using the common attachment framework to create an attachment library. The key steps for defining job offer attachments are as follows:

1. Go to the Define Attachments page (Set Up HCM > Common Definitions > Attachments > Define Attachments) to create the attachment and to list the roles that have access to the attachment.

   When you create the attachment, you identify it as a file attachment or a URL, and you either upload the file attachment or enter the URL.

2. Go to the Maintain Definitions page (Set Up HCM > Common Definitions > Attachments > Maintain Definitions) and access the record for the HRAM (HR Applicant Manager) owner ID.

   The owner ID controls which PeopleSoft HCM business process can access the attachment. The HRAM owner ID identifies attachments that are available for job offers.

3. Establish the contexts in which attachments are to be available, and associate specific attachments with each context.

   As delivered, the HRAM owner ID has context keys for Business Unit, Company, Department SetID, Department, Job Code SetID, Job Code, Job Family, Position Number, Location SetID, Location Code, and Regulatory Region. The attachment framework enables you to modify the context keys to suit your business requirements.

This illustration shows the Maintain Definitions page for the HRAM owner ID. In this illustration, the All Values check box is selected for all of the context keys, so the listed attachments will be available for all job openings, regardless of the business unit, company, and so forth.

To add attachments that are available for just one specific business unit, you would create an additional row in the Context scroll area, deselect the All Values check box for the Business Unit key field, and enter the specific business unit for the context. You would then add the business unit-specific attachments to the Attachments grid.

See Configuring Attachments.