13Job Offers

This chapter contains the following:

Where You Can See Job Offers

There are several places where you can see job offers.

Job Offers Page, in Hiring Work Area

My Client Groups > Hiring > Job Offers

The Job Offers page lists job applications in the Offer phase. As soon as a job application leaves the Offer phase, it's no longer displayed on the page.

The Job Offers page is used by recruiters and hiring managers. They need the View Job Offer privilege. They can only see offers based on specific data security.

The ... menu for each offer lists the most-frequently used actions that you can take for that candidate's offer. Note that the Move action is available only to change the job application's state to Withdrawn by Candidate and Rejected by Employer. When users click on a job application, they're brought to the Offer tab of the application.

Job Application's Offer Tab

My Client Groups > Hiring > Job Requisitions > Job Application

The Offer tab becomes available as soon as the job application is moved to the Offer - Draft status.

The Offer tab is used by recruiters and hiring managers. To view this tab and its content, they need specific privileges and data security.

The Actions menu lists actions relevant to the phase and state of the job application. Only actions to which users have access according to their privileges are displayed.

Job Offers Page, from Quick Action

Quick Actions > Manage Job Offers

The Job Offers page, reached from the Manage Job Offers quick action, lists job applications in the HR phase. As soon as a job application leaves the HR phase, it's no longer displayed on the page.

This page is used by the HR specialists. To view the quick action and access the page, the HR specialists need the Address Job Offers privilege. They can only see offers based on specific data security.

The Actions menu lists actions that are appropriate for the HR specialists to perform on this offer, at this point in the lifecycle.

When clicking on a job offer, the HR specialists are brought to the offer's details page.

Job Offers Details Page

Quick Actions > Manage Job Offers > Job Offer

When the HR specialists select a specific offer from the Job Offers page, they land on a page that contains all the details of the offer. They don't see the candidate's full job application.

The Actions menu lists actions relevant to the state of the offer.

Job Offer Life Cycle

The job offer life cycle includes these main activities:

  • A recruiting user who can see the candidate job applications on a given requisition decides to create a job offer for a candidate. This person or others on the newly created Offer Team can provide various details of that job offer, including the proposed start date, job assignment, position if any, salary, or other compensation. This job offer can be submitted for approval, then extended to the candidate.

  • The candidate receives an email to inform them that they have a job offer. The candidate reads the job offer online and considers it. The candidate can accept the offer or decline it, either electronically with an e-signature, or by providing their response to an Offer Team member who enters the information on their behalf.

  • After accepting the job offer, the candidate is moved into any configured custom phases of the selection process, such as a background check or providing additional information like their national identifier. Finally, the candidate's job application is handed off to the HR specialist who finishes the work to transform the job offer into a pending worker or a worker with a new assignment, as appropriate. The HR team performs different tasks depending on whether the candidate is a brand new hire, a rehire coming back to the company, or a current worker moving to a new or additional job within the company.

  • After all the processing is completed, the requisition has one fewer opening, and the worker is now considered as an internal candidate for purposes of any future recruiting.

As soon as a job offer is created, the Offer Team can move candidate job applications forward through the lifecycle using specific actions available on the Actions menu as they become appropriate. Users need to have the right offer-related privileges and be named on the Offer Team to see these actions.

Job Application States Within the Job Offer Phase

A job application goes through different states within the Job Offer phase.

The table presents the states within the Job Offer phase.

State in the Job Offer Phase Description

To Be Created

No job offer exists yet. To create a job offer, you need the Initiate Job Offer privilege.

Draft

Pending Approval

Approved

Extended

Accepted

These are states within the normal job offer path.

Approval Rejected

Withdrawn by Candidate

Rejected

These are inactive states.

This diagram shows the different states of a candidate job application when it goes through the job offer lifecycle. The states that a successful candidate's job offer goes through are presented in the center of the diagram. There are also a few states for when the job offer gets stopped in the process for some reason. The arrows going back and forth between states show that the job offer can get redrafted if necessary at various points. The goal is to reach the final state Accepted so that the candidate can finally get passed forward to the HR processing in the last phase of the recruiting lifecycle. Note that it is not possible to add or remove any states from the Job Offer phase.

This diagram shows the different states of a candidate
job application when it goes through the job offer lifecycle.

Job Offer Actions and Privileges

Users with the specific privileges can perform several actions depending on the job offer state.

Action Description and Privilege

Create Offer

You create a job offer to detail the proposed assignment, salary, and other details to be used when the candidate accepts the job offer.

If your tasks consist of selecting the right candidate for the requisition, drafting the job offer completely, and sending it for approval, you need these privileges:

  • Initiate Job Offer

  • View Job Offer

  • Update Job Offer

  • View Job Offer Salary

  • Update Job Offer Salary

  • View Job Offer Other Compensation

  • Update Job Offer Other Compensation

However, if the above tasks are broken up between two roles, a hiring manager and a more trained recruiter, then the first person needs the Initiate Job Offer privilege, and the other person needs all the other privileges listed above.

Edit Offer

You edit a job offer to modify its content. The Edit Offer action is available for job offers in the Draft state.

Privileges required for this action:

  • View Job Offer

  • Update Job Offer

If you need to edit fields related to money, you also need these privileges:

  • View Job Offer Salary

  • Update Job Offer Salary

  • View Job Offer Other Compensation

  • Update Job Offer Other Compensation

Submit Offer

You submit a job offer to have it approved by approvers. The Submit Offer action is available for job offers in the Draft state. The action is available while editing the offer.

Privileges required for this action:

  • View Job Offer

  • Update Job Offer

  • Move Job Application

Extend Offer

You use the Extend Offer action to communicate a job offer to a candidate. The Extend Offer action is available for job offers in the Approved state.

Privileges required for this action:

  • Communicate Job Offer

  • Move Job Application

Resend Offer

You use the Resend Offer action if the candidate deleted or misplaced the email that contains the link to reach a job offer on the career site. The Resend Offer action is available for job offers in the Extended state.

Privileges required for this action:

  • View Job Offer

  • Communicate Job Offer

  • Move Job Application

Accept Offer

You use the Accept Offer action to accept the offer on behalf of the candidate. The Accept Offer action is available for job offers in the Extended state, or in the Approved state if the Extend state is configured to be skipped.

Privileges required for this action:

  • Communicate Job Offer

  • Move Job Application

To capture a negative response to an offer on behalf of a candidate, you use the Move Candidate action.

Redraft Offer

You use the Redraft Offer action to revise the job offer and start the Offer phase lifecycle again. The Redraft Offer action is available for job offers in all states except Pending Approval.

Privileges required for this action:

  • Initiate Job Offer

  • Move Job Application

Preview Offer

You use the Preview Offer action to see how the job offer letter appears to the candidate.

Privileges required for this action:

  • View Job Offer

To see tokens resolved in the offer letter, you need these privileges:

  • View Job Offer Salary

  • View Job Offer Other Compensation

Move Candidate

Use the Move Candidate action to change to states Withdrawn by Candidate or Rejected.

To execute the Move Candidate action to these inactive states while the candidate is in the Offer phase (before the Extended state), this privilege is required: :

  • Move Candidate

To execute the Move Candidate action to these inactive states while the candidate is in Extended or Accepted state, or any subsequent custom phase, these privileges are required:

  • Move Candidate

  • Communicate Job Offer

To execute the Move Candidate action to these inactive states while the candidate is in the HR phase, this action is done by the HR specialists who need this privilege:

  • Address Job Offer

Move to HR

The Move to HR action is available for job offers in the Accepted state. The action is always shown for external candidates. If a custom phase is configured after the Offer phase and before the HR phase:

  • The Move action will move the candidate forward into a state in that custom phase.

  • The Move to HR action will skip the custom phase and go directly to the HR phase.

Delete Job Application

The Delete Job Application action is available for job offers in the Withdrawn by Candidate or Rejected states.

Privilege required for this action:

  • Delete Candidate Job Application

Create a Job Offer

You create a job offer to detail the proposed assignment, salary, and other details to be used when the candidate accepts the job offer.

Here are the main steps to create a job offer:

  1. Initiate the creation of the job offer.

  2. Complete sections and fields of the job offer

Initiate the Creation of the Job Offer

Once a candidate has applied to a job requisition and the selection process has reached the desired point, use the Create Offer action to initiate the creation of the job offer. You're brought to the Create Job Offer page where you can select the sections of the job offer you want to work on right now. Sections that are mandatory don't appear as an option.

Complete Sections and Fields of the Job Offer

When you click Continue, sections you selected and mandatory sections appear and you can complete fields in each of the sections.

When and Why: This section is mandatory. Here's some important information about fields in the When and Why section.

Field Information to Consider

When is the employee start date?

This is the projected day that the candidate would begin work in the new assignment.

The value you select for the start date has an impact on the values available in the Action field depending on whether the candidate has any other active work relationships with the company which are starting or ending in the future. For instance, consider a worker whose current assignment ends next month. If the current job offer's start date is after that termination date, the job offer represents a rehire. Whereas if the current job offer's start date is before that termination date, it likely represents a transfer or perhaps a second concurrent assignment.

Legal Employer

The value you select in the Legal Employer field has an impact on the fields and sections shown in the rest of the offer page. For instance, certain legal employers are configured to use Contracts. In that case, a Contracts section will immediately be displayed when one of the legal employer is selected.

While coming back to edit an offer that was previously drafted, if a new legal employer is selected, already-saved values in the Assignment section get removed. This is done to ensure that all values can coexist correctly, and that all necessary fields are displayed for the new legal employer.

Worker Type

Two worker types are available: Employee and Contingent. The value you select in the Worker Type field has an impact on the values available on the page if the candidate has any other active work relationships with the company. For instance, if the candidate is already a contingent worker for a given legal employer, the job offer can't be for another contingent worker assignment in the same legal employer. The candidate can be offered an additional contingent worker job with a different legal employer, or can be offered an employee job with the same legal employer as the existing assignment.

Action

The values that you selected in the Start Date, Legal Employer, and Worker Type fields have an impact on the list of available actions.

The Action list is populated once you complete the Start Date, Legal Employer, and Worker Type fields.

The action that you select is used when the HR team processes their new task.

Values in this field include options that are appropriate for external candidates such as Add Pending Worker, or options for internal mobility candidates such as Transfer or Global Temporary Assignment.

For details, see Actions Available Based on the Employment Scenarios.

Assignment Info: This section is mandatory. It provides information about a person's role such as business unit, job, grade, position, location.

If you select a position, many of the fields in the Assignment Info section get their initial values from the selected position. If you don't select a position, many of the fields in the Assignment Info section get their initial values from the requisition. If the requisition has a position, the offer's Position field will have the same value as the requisition. You can change the position if needed. For details, see Create a Job Offer Based on a Position.

If you select a grade or grade ladder with or without a step, then the associated salary will get pre-filled by default in the Salary section of the job offer.

To modify assignment info, you need this privilege:

  • Update Job Offers

Offer Team: This section is mandatory. This is the list of users who can access the job offer if they have the necessary privileges. If the offer proceeds all the way through a successful hiring cycle, the hiring manager listed in the Offer Team will become the direct manager or line manager of the candidate.

The Offer Team is composed of the hiring manager, the recruiter, and collaborators. When you create a job offer, the hiring manager, recruiter, and collaborators of the job requisition's Hiring Team are copied into the Offer Team. The hiring manager and the recruiter are the mandatory members of the Offer Team. You can replace them. You can also replace, remove, or add any collaborators.

Note: Changes made to the requisition's Hiring Team after the creation of the offer aren't reflected in the Offer Team.

To view job offer details within the Hiring pages, you need to:

  • Be named on the Offer Team or be in the hierarchy above someone on that team, or have the duty role Manage Job Offer by Recruiting Manager.

  • Have the View Job Offers privilege.

  • Optional: Have the View Job Offer Salary and View Job Offer Other Compensation privileges.

  • Have the proper data security to view persons and assignments in the given area of your organizations.

To replace, add, and remove people listed on the Offer Team, you need this privilege:

  • Update Job Offers

Salary: This section provides information about salary such as salary basis, salary amount, annual salary. An offer can be created and saved in the state Draft without a salary, but it can't be submitted to approvers nor extended to candidates if the salary has not been determined.

To view and update salary details, you need these privileges:

  • View Job Offer

  • Update Job Offer

  • View Job Offer Salary

  • Update Job Offer Salary

Here's some important information about fields in the Salary section.

Field Information to Consider

Salary Basis

The salary basis determines the period in which salary is expressed and the currency of the salary for this job offer. You're only shown salary bases that are available within the legal employer selected in the Assignment Info section. The element associated with the salary basis must be configured to have open eligibility. Any eligibility limitations on the salary basis's elements may prevent smooth hiring of the candidate after they accept the job offer.

For more information, see Configuring Payroll Elements for Use in Oracle Compensation Cloud (Doc ID 1589502.1) on My Oracle Support at https://support.oracle.com.

Salary Amount

When you have selected a salary basis, you can enter the amount of salary the candidate will get. A three-letter code of the currency and the frequency selected as part of the salary basis are displayed. Example: USD monthly.

In the Assignment Info section, if a grade or a grade ladder with or without a step is defined, then the associated salary amount will get pre-filled here. You can change this value if needed.

New Salary

This area appears once you have entered the salary amount. The salary amount is displayed in a graphical way. If there is a configured Minimum and Maximum, this information may also be displayed graphically here.

Other Compensation: Any number of individual compensation plans can be displayed, based on the Action field value selected in the When and Why section of the offer. After you select the Plan and Option values, many other relevant fields are displayed to complete the compensation for this offer.

To view and modify the Other Compensation section, you need these privileges:

  • View Job Offers

  • Update Job Offers

  • View Job Offer Other Compensation

  • Update Job Offer Other Compensation

Attachments: You can select files to associate them with the offer. The files are displayed to the candidate at the bottom of their online job offer. They can read, save, and print them. When the candidate application is handed off to the HR Specialist, the files are copied into the Document Records (in Recruiting).

Additional Info: If flexfields are configured for job offers, the Additional Info section appears and the fields are shown here.

Offer Letter: The offer letter is a formal written document given by an employer to a candidate. The letter confirms details of the job offer such as the job title, proposed start date, work location, salary, or other compensation.

Here's some important information about fields in the Offer Letter section.

Field Information to Consider

Offer Letter

This is where you select the offer letter template, which merges the candidate's specific words and information with the standard formatting and text to create a formal document that will display to the candidate when the offer gets extended. Offer letter templates help to meet business requirements and legal compliance requirements while maintaining consistent offer letter and business image. There might be a choice of templates for selection depending on how many your company has configured to meet its needs.

Candidate Job Application Language

This is a read-only field indicating the language used by the candidate when applying for the job. This information helps you use the appropriate language in the Additional Text fields so that the candidate can read and understand the text.

Expiration Date

This optional field is the date by which a response from the candidate is expected. If the job offer is still in the state Offer - Extended when the expiration date is reached, both you and the candidate can receive a notification. The candidate has the opportunity to respond to the job offer. If the candidate doesn't respond, you can for example reject the candidate. No other actions happen automatically when the expiration date arrives.

Additional Text 1 and Text 2

You can use these fields to add any personal touches into the standard offer letter. The content appears within the job offer letter, as long as the selected job offer letter template was configured to display these two fields.

The text you enter in these two fields appears in their own paragraphs when the offer letter template is displayed for each candidate. A short amount of text can be displayed inline within an existing paragraph of the template, as long as the text you enter into each of these fields is a single line and doesn't use the Enter key.

You can create a job offer and save it as Draft without creating an offer letter. But the offer letter must be created before you can submit the job offer for approval, unless the offer lifecycle is configured to bypass the Offer Extended state.

If you have the Update Candidate Job Offer Letter privilege, you have the choice of using an offer letter template or uploading a custom offer letter. For details, see Adjust an Offer Letter.

Actions Available Based On Employment Scenarios

When you create a job offer, you select the appropriate human resource (HR) action. The list of actions is narrowed down, showing only the limited set of actions that are appropriate for the candidate based on the info available in the job offer and the candidate's existing work relationship. Then, when the candidate moves into the final HR phase, the candidate is put into the hands of the HR specialists. As soon as the candidate job application enters the HR phase, it becomes visible on the HR specialist's list on their Job Offers page, from the Manage Job Offers quick action. It's the HR specialist responsibility to execute that preselected HR action to create the appropriate records for the candidate to become a worker in the promised job.

This table describes six employment scenarios and the available actions that the HR specialists can perform for each scenario.

Scenario Actions to Process the Job Offer

New Hire: The person has no work relationship and job history.

Add Pending Worker

Rehire: The person has a record in the application, but has no active work relationship

Add Pending Work Relationship

Global Change: The person has only one active work relationship with the same worker type as the job offer. However, the legal employer of the work relationship and the job offer are different.

Global Transfer

Global Temporary Assignment

Add Employee Work Relationship or Add Contingent Work Relationship (depending on the worker type selected for the job offer)

Local Change: The person has one active work relationship with the same worker type and legal employer as the job offer.

Assignment Change

Promotion

Transfer

Add Assignment

Position Change

Job Change

Change Worker Type: The person has one or more active assignments in the same work relationship. However, the worker type of the work relationship and the job offer are different.

Add Employee Work Relationship (when worker is currently a Contingent)

Add Contingent Work Relationship (when worker is currently an employee)

Other: The person may already have more than one active assignment besides this job offer, or is in another complex situation that isn't covered by any above scenario.

Add Assignment

Assignment Change

Global Transfer

Add Employee Work Relationship

Add Contingent Work Relationship

Job Change

Position Change

Promotion

Transfer

When it's time for the HR specialists to execute this preselected action for the candidate whose offer is in this scenario, more complex processing steps will be required. See Complex Job Offers: How They're Processed.

Create a Job Offer Based on a Position

When you create a job offer for a candidate, you can select a position in the Assignment Info section to tie the offer to a specific position. The reason to use a position in a job offer is to ensure that the organization has planned to have a place for the worker in the workforce, so the offer's Assignment Info section gets field values from the selected position.

The position can either come from the offer's job requisition or can be chosen directly on the offer.

  • If the job offer is created from a job requisition that has a position, the job offer's Position field is mandatory. The job requisition's position is defaulted into the job offer's Position field. But you can change the value for this specific job offer.

  • If the job requisition doesn't have a position, the Position field in the job offer is optional.

Here's the list of field values that appear in the offer from the associated position. If the selected position has a value in these fields, that value gets copied to the offer. If the position's value is null for any of these fields, the offer gets the value in the requisition.

  • Manager

  • Department

  • Job

  • Location

  • Grade Ladder

  • Grade

  • Probation Period

  • Full Time vs. Part Time

  • Regular vs. Temporary

  • Assignment Category

  • Working Hours (needed to calculate offer's FTE)

  • Start Time and End Time

  • Union, Bargaining Unit and Collective Agreement

  • Mapped flexfields. Each Flexfield on a Position can be configured to associate with a Flexfield on Assignment. These values will be copied here.

If your company has configured the system-wide setting to respect the hiring status of positions, then you can only select a position that you can access and that has the Approved hiring status as of the offer's start date. There is no way to expand the list of available positions to those with other hiring status values such as Draft or Frozen.

Even after an active position has been selected, its status value is checked at the same three points in the lifecycle where position's headcount is already checked. When you try to take any of these three actions, if the selected position's hiring status value is no longer Approved as of the offer's start date, the action won't succeed:

  • When submitting a job offer for approval, the offer will remain in Draft state.

  • When extending a job offer to the candidate, the offer will remain in Approved state.

  • When using the Move to HR action, the offer will move to the HR phase but in the state Error During Processing.

Position Synchronization

You can change the offer values that came from the position, depending on how position synchronization is configured by your administrator.

  • If position synchronization isn't enabled, the position's values are pre-filled into some of the offer's fields in the Assignment Info section by default. You can change the values.

  • If position synchronization is enabled and various fields on the position are configured to be synchronized, then these fields appear as read-only in the job offer's Assignment Info section. You can't change their values on the job offer. This ensures that the values stay in sync with the values of the position. However, if your administrator has configured to allow individual assignments to override their positions, this job offer will display an option to make these fields editable and you will be able to change the values. If the remaining fields aren't configured to be synchronized, then these fields appear as default values in the job offer. If desired, you can change these default values in the offer's Assignment section to diverge from the position's starting point.

Changes to Synchronized Position Values

When changes are made to a position's field values that are synchronized with a job offer, the offer's values are updated at many points in the candidate's lifecycle.

  • Fields for which position synchronization isn't enabled will never be changed in the offer, even if the position's value in these fields gets updated.

  • Fields for which position synchronization is enabled will be automatically updated to stay synchronized, before the candidate has seen their offer. This means active states in the Offer phase: Draft, Pending Approval, and Approved.

  • If the position is updated after the candidate might have seen their job offer, no changes to the offer fields can occur. This means the offer's values remain unchanged regardless of position updates while the job application is in the state Offer - Extended or any subsequent active state. This includes the Offer phase's states Extended and Accepted, and any active states in the HR phase or other custom phase that may be configured. Because the position now has slightly different values than the job offer, the HR specialist may have to reconcile any differences later after the hand off to HR.

  • If the position is updated after the job application is no longer active, no changes to the offer fields occur. This means the values in the offer's Assignment section remain unchanged regardless of position updates while the job application is in the Offer phase's state Approval Rejected, or in the inactive states Withdrawn by Candidate or Rejected in the HR phase or in any other custom phase that may be configured. However, if the job offer is redrafted, any synchronized fields will automatically be updated to match the position's values when the offer is once again in the state Draft.

Adjust an Offer Letter

You can create consistent offer letters based on templates and adjust them to individual situations as needed. For instance, certain kinds of hiring require unique wording or agreements, beyond the standard approved templates.

To adjust offer letters, you need the Update Candidate Job Offer Letter privilege. With this privilege, you can update any candidate's offer letter.

Here are the main steps to adjust an offer letter:

  1. Select a standard offer letter template.

  2. Download a standard offer letter template.

  3. Make adjustments to the offer letter.

  4. Upload and use the new offer letter.

Select a Standard Offer Letter Template

When you're in the Offer Letter section of a job offer, select a standard template in the Offer Letter field. There might be a choice of templates for selection depending on how many your company has configured to meet its needs.

Download a Standard Offer Letter Template

As soon as you select a template, the Download button becomes visible. Click it to download the template and use it as a starting point to create the offer letter.

Make Adjustments to the Offer Letter

Use any rich text editor such as Microsoft Word to modify the content of the offer letter. You can add, modify, and remove text, images, tokens, and formatting as needed. You may want to replace some tokens with specific text for the candidate.

When you're done creating the offer letter, save your changes. The offer letter must be saved in .rtf format.

Depending on the way your administrator created the offer letter templates, you may see tokens or codes within the text of the offer letter. Tokens represent values. When the letter is previewed by users or viewed by the candidate, tokens are replaced by specific information about the job offer. You may also see codes like the letter "C" at the beginning of sentences or sections, and the letters "EC" at the end. These represent conditions, indicating that the enclosed text may or may not display to this specific candidate, depending on the values in their offer.

If you remove any tokens while you're adjusting this offer letter, the letter will no longer include the corresponding value from that candidate's offer. For instance, if the offer letter template includes the token "START_DATE", you may want to remove it and replace it by typing in the specific date when you expect the candidate to arrive for their first day of work. However, later you may need to select a new start date in the Assignment section of the Edit Offer flow. In this case, this new value won't be represented in the offer letter anymore; only the date which you typed into the text will continue to be shown. You can revise the .rtf version of that offer letter again to type in the new start date. Any changes made to this offer letter in this candidate's offer won't affect any other candidates or any other job applications.

Note: A BI Publisher plug-in isn't required to adjust offer letters.

Upload and Use the New Offer Letter

In the Offer Letter section of the job offer, add the new offer letter. In case more than one .rtf offer letter has been uploaded, the most recent version will be used. The letter is only available to that specific candidate.

After saving the draft offer, you can see the end-result of this offer letter for this candidate with all the tokens replaced with current information and only the appropriate conditional sections included. Use the action Preview Offer for this candidate's job application to see the offer as the candidate would see it (although your own privileges may affect whether or not you can see the values of certain fields such as salary or other compensation).

Submit a Job Offer for Approval

When you're done drafting a job offer and are satisfied with its content, use the Submit action to submit the job offer for approval.

To ensure that the approvers' time and the candidate's time isn't wasted on over-hiring, the Submit button only appears in the Edit Offer flow if:

  • There are still openings in the job requisition, compared to the number of hired candidates as of today.

  • There are still open headcounts and vacant FTE in any position that's associated with the job offer. This includes the number of incumbents as of the offer's start date, plus any other candidates who have an extended or accepted job offer to become incumbents by that date.

To submit a job offer for approval, you need these privileges:

  • View Job Offer

  • Update Job Offer

  • Move Job Application

Approve a Job Offer

Approvers receive an email notification and a worklist notification (Bell icon). The notification can contain any of the offer's fields and their values for the approver to consider. Approvers can view the names of any attachments which the candidate will see on their offer letter, though they can't view the content here. Approvers can click a link in the notification to view the exact offer letter that the candidate will see.

To approve job offers, approvers need these privileges. If any of these privileges aren't granted, approvers won't be able to see specific field values within their notification nor within the full offer letter that they can click to view its content, but they will able to approve the offer.

  • View Job Offer

  • View Job Offer Salary

  • View Job Offer Other Compensation

  • View Job Requisition

When all approvers give their approval, the approval is completed successfully. The job application changes to the Offer - Approved status. When the approval is rejected, the job application changes to the Offer - Approval Rejected status. If the approval is configured to be bypassed, the status will change to Offer - Approved immediately after the user has submitted the draft offer.

Preview a Job Offer

You can use the Preview Offer action to see how the job offer letter appears to the candidate.

You will see:

  • The branding matching the site where the candidate applied for the job.

  • Page text and buttons in the language used by the candidate when applying for the job.

  • The offer letter with tokens resolved for the candidate and any adjustments that were made to the offer letter template.

  • Links for any offer attachments that the candidate is expected to review.

  • Media files that were configured in the requisition to display in the offer.

You can use the Preview Offer action at any point in the offer's lifecycle to view the offer letter with its current values. This means after the job offer has been extended, declined, or even after the candidate has been hired years earlier.

Security restrictions are enforced when previewing the offer. Depending on your privileges, you might not see the job offer salary values, for instance, or view the job offer other compensation values within that template.

Extend a Job Offer

You extend a job offer to communicate the offer to the candidate.

When the job offer is approved, use the Extend Offer action to communicate the offer to the candidate. Doing this sets the job offer state to Extended.

Upon clicking the Extend Offer action, the following is verified:

  • If there are still openings in the requisition. This prevents extending more job offers than the number of available openings. A requisition is considered to have available openings if the number of openings is greater than the number of hired candidates combined with the number of candidates with an extended or accepted job offer.

  • If there are still open headcounts and vacant FTE in the position as of the offer's intended start date. For details, see the topic entitled Job Offers Respect Headcount of Job Requisitions and Positions.

When a job offer gets extended, the candidate receives an email or SMS informing them of the new offer and inviting them to view and respond to the offer. After clicking the link in the invitation, the candidate receives a new message containing a 6-digit verification code to access the offer. The candidate enters this number into the web page to see the job offer, displayed within the same site and branding where they applied to the job. From here, the candidate can print the job offer, open attachments, view any media, and respond to the job offer. When the candidate accepts the offer, they may receive another message acknowledging their acceptance which includes another link to view the offer if desired. The candidate can access the offer as many times as needed while it's extended or after they have accepted it. Each time they click the link in their invitation, the candidate receives a new email or SMS containing a fresh 6-digit verification code. This grants the candidate access to view the page of the job offer.

Note: Internal candidates also receive a worklist notification (Bell icon). They can also visit the Current Jobs work area to see new job offers (select Navigator > Me > Current Jobs > Job Offers).

If the candidate needs another copy of the invitation to reach the job offer, perhaps because it was deleted, use the Resend to Candidate action. By default, the message is exactly the same as the email or SMS sent to the candidate the first time the job offer was extended. This action can be used as many times as needed when the job offer is in the Extended state.

Bypass Extending a Job Offer

Your administrator can configure the candidate selection process for any requisition to bypass extending offers to candidates. Every candidate on these requisitions will be moved from Offer - Approved directly to Offer-Accepted.

As soon as an offer reaches the Approved state, you can tell the candidate about the offer. You can't move the offer into the Extended state. If the candidate tells you that they decline the offer, use the Move action to change the offer status to Offer - Withdrawn by Candidate. If the candidate tells you that they accept the offer, use the Accept Offer action.

Standard offer extended capabilities are skipped. Here's what it means for candidates:

  • The candidates don't receive any automated notification informing them that an offer was extended.

  • The candidates can't see their offer before responding to it.

  • The candidates tell someone on the Offer Team whether they accept or decline the offer.

  • The candidates don't receive a notification confirming that their response was received.

Also note that:

  • It's optional to provide an offer letter when the offer is being drafted. If an offer letter was selected, you can preview it. You can also print the offer letter and give it to the candidate if desired. If the candidate tells the Offer Team that they accept the offer, the PDF of the offer letter is copied into the candidate's Document Records as soon as that acceptance is recorded.

  • The Resend Offer action isn't available because no offer invitation was sent in the first place.

Respond to a Job Offer

When you extend a job offer to a candidate, the candidate responds to the offer.

Response by the Candidate

When a job offer gets extended, the candidate receives an email or SMS informing them of the new offer and inviting them to view and respond to the offer. After clicking the link in the invitation, the candidate receives a new message containing a 6-digit verification code to access the offer. The candidate enters this number into the web page to see the job offer, displayed within the same site and branding where they applied to the job. From here, the candidate can print the job offer, open attachments, view any media, and respond to the job offer. When the candidate accepts the offer, they may receive another message acknowledging their acceptance which includes another link to view the offer if desired. The candidate can access the offer as many times as needed while it's extended or after they have accepted it. Each time they click the link in their invitation, the candidate receives a new email or SMS containing a fresh 6-digit verification code. This grants the candidate access to view the page of the job offer.

Note: Internal candidates also receive a worklist notification (Bell icon). They can also visit the Current Jobs work area to see new job offers (select Navigator > Me > Current Jobs > Job Offers).
  • To accept a job offer, the candidate selects the Accept option and needs to provide light e-signature information. When the candidate provides their name, the job offer is accepted and an acknowledgment message can be sent. The job offer state changes to Accepted. The time, date, time zone, and IP address of when this light e-signature was captured gets recorded.

  • To decline a job offer, the candidate selects the Decline option and the job offer state changes to Withdrawn by Candidate. The candidate may decline the job offer initially perhaps because they want to negotiate possible changes to the job offer with the recruiter or hiring manager. If the recruiter or hiring manager decides to revise the job offer and start the Offer phase lifecycle again, they can use the Redraft Job Offer action.

Offer Team Records Candidate's Response

A member of the Offer Team can record the candidate's response to their extended offer, if the candidate won't be providing it themselves.

  • To accept the job offer, use the Accept Offer action. The response, date, time, and user name of the person capturing the acceptance are recorded. The e-signature and IP address aren't recorded.

  • To decline the job offer, use the Move action and select the Withdrawn by Candidate state. The response, date, time, and user name of the person capturing the acceptance are recorded. The e-signature and IP address are not recorded. You can enter comments about the response. In addition, the move to state Withdrawn by Candidate can be configured to display a list of possible reasons that the candidate decided to decline this offer. This list of action reasons can be specific to offer decisions or can be the same list that's presented when the user withdraws candidates in other phases of the selection lifecycle.

What Happens When a Candidate Accepts a Job Offer?

When a candidate accepts a job offer, the state of the job application becomes Offer - Accepted. This is the final state in the Offer phase of the lifecycle. From there, various things can occur:

  • The offer letter starts displaying any e-signature information that was configured to display after offer acceptance. This can include the full name of the candidate, the date and time that they electronically signed the offer letter, and the IP address from which they accepted it. Alternately this can include the name of the team member who recorded the candidate's acceptance on their behalf, if this occurred instead.

  • The final version of the offer letter is now visible in all contexts. The offer letter is regenerated to append any e-signature info. This final version of the offer letter is visible in all contexts: when users preview the offer letter, when the candidate views their accepted offer, and in the candidate's Document Records.

  • The Progress tab of the job application shows that this offer has been accepted, either by the candidate or by the user.

  • If auto-progression was configured to move candidates forward from the state Offer - Accepted, it occurs immediately. This can be configured to automatically move all candidates, only internals or only externals, or any subset of candidates as specified by your administrator. Immediately upon accepting the offer, candidates can move forward into any remaining custom phase, or into the final HR phase.

  • If any custom phases are configured between the offer phase and the final HR phase, then candidates can be moved into these states. They can be progressed manually using the Move action, or an auto-progression might be configured to move them here instead.

  • If no auto-progression and no custom phases are configured for this selection process, then:

    • External candidates remain in Offer - Accepted, and you can move them forward as needed.

    • Internal candidates automatically move forward into the HR phase. Which state they land in depends on the situation, the available headcount, and other factors.

When a candidate moves into the final HR phase, due to a manual action or an auto-progression, the candidate is put into the hands of the HR specialists. The following events occur automatically:

  • As soon as the candidate job application leaves the Offer phase, it's no longer listed on the Job Offers page in the Hiring work area, although the job application and its Offer tab remain visible in that work area. As soon as the candidate job application enters the HR phase, it becomes visible on the HR specialist's list on their Job Offers page, from the Manage Job Offers quick action.

  • The states of the candidate's other active job applications, if any, change to Withdrawn by Candidate. Exceptions: The approval process continues for job applications in Offer Pending Approval. Job applications in Offer - Extended or later state (including the HR phase) remain untouched. You may want to manually withdraw the job application to avoid offering another job to the same candidate.

  • Recruiting users have no further influence on the job offer or on the candidate's job application. They can't reject it nor change its state by moving it forward. But they can still see its state change as the HR specialists process it through the HR phase.

  • The job offer becomes visible to HR specialists on their Job Offers page, from the Manage Job Offers quick action. HR specialists, not recruiters, are now responsible for finalizing the new assignment for the accepted candidate and their job offer. The state in which the candidate arrives in the HR phase will depend on whether they are a brand new hire or rehire, or a current worker moving within the company.

Redraft a Job Offer

You can return a job offer to the Draft state to modify its content.

Redraft Before the Job Offer is Extended

Redrafting a job offer can be useful if a job offer gets stopped or must be revised after it leaves the Draft state. For example, you must make a change or the candidate wants to negotiate elements in the job offer. When a job offer is redrafted, it must go through the approval process again.

You can use the Redraft Offer action when the job offer status is:

  • Offer - Approval Rejected and you judge that it's worthwhile to review the job offer.

  • Offer - Approved and you discovered that changes are necessary once the job offer was approved.

  • Offer - Withdrawn by Candidate and you want to improve the offer after the candidate declined it.

  • Offer - Pending Approval. To do that, the person who first initiated the approval cycle must change the state to Approval Rejected.

Redraft After the Job Offer is Extended

You can redraft a job offer after the candidate has seen it, if changes are needed. You create a new offer letter for the candidate to consider it again.

There are situations where a candidate saw or accepted a job offer but something changed and you need to re-issue a new job offer letter. In these situations, you can use the Redraft Offer action. The job offer gets reset to the Draft state. You can update the job offer, get it approved again, and re-extend it to the candidate. The candidate then responds to the revised offer.

The Redraft Offer action is available for accepted job offers, for the following phases and states:

  • Offer - Extended and you first change the state to Withdrawn by Candidate or Rejected.

  • Offer - Withdrawn by Candidate

  • Offer - Rejected

  • HR - Rejected and HR must first cancel the pending worker or work relationship.

  • HR - Withdrawn by Candidate and HR must first cancel the pending worker or work relationship.

Note: Once the job requisition is closed or canceled, the Redraft Offer action is no longer available.

All versions of accepted job offer letters are retained on the worker's Document Records page, in the document type Recruiting Job Offer Letters. This means that each version of the same job application's offer letter can be seen at once, if the candidate accepted an offer which was then redrafted and re-accepted. This is important because the changed values may be reflected in the new offer letter compared to the old offer letter, such as a new work location, start date, and e-signature date, if these fields are configured to be included.

Job Offers Respect Headcount of Job Requisitions and Positions

As candidates move through the lifecycle, validations are done to check if the business still needs an additional worker or whether the opportunity is no longer available. This includes checking whether the requisition still has openings and, for position-based offers, whether the position still has sufficient open headcounts and vacant FTE as of the offer's intended start date.

Your administrator can configure the application to fully control how to manage requisitions and positions to ensure offers don't exceed various limits.

  • Communicate Job Offers Ignoring Requisition Limits: This privilege allows Recruiting users to hire more candidates than the number of openings on the requisition.

  • Number of Incumbents Validation: This setting controls whether or not a position's headcount is enforced across your organization. When the setting is disabled, no verification is done to check if there are still open headcounts and vacant FTE in the position.

  • Allow Overlap: This option is available for each position to control whether or not extra people can be hired when the position's headcount limit has been reached.

When Are Verifications Done

Here's when validations are performed in the job application's lifecycle:

  • Upon Submit: A job offer can be drafted for a candidate's job application regardless of any limits, but when the user is ready to submit it into the approval cycle, these validations occur. This saves the approvers' time, because the job offer can't be submitted if the requisition doesn't have any remaining openings - unless the user has the privilege to ignore this limit. The draft offer also can't be submitted if it has a position which doesn't have sufficient open headcount or sufficient vacant FTE (unless this system-wide validation is disabled). However, if the position is configured to allow overlap, the user is informed that this candidate will be overfilling the position as of their offer start date, but they are given the choice of continuing anyway and submitting the draft offer for approval.

  • Upon Extend: When the user is ready to extend the job offer to the candidate, it's possible that the requisition or position has changed in the meantime, so that no room now remains for this candidate. The same validations are performed before the state can be moved to Offer - Extended checking whether the requisition has room and whether any position has headcount and FTE or allows overlap.

  • Never Upon Accept: As long as the job offer is in the state Extended, the candidate isn't prevented from accepting the offer. This is also true for the Recruiting user who accepts the offer on behalf of the candidate. Even if the requisition or any position has changed in the meantime, the candidate isn't informed of these limits. It will be the responsibility of the HR specialists to reconcile any problems after this point.

  • Upon Move to HR: When the candidate moves into the HR phase, no further validation is done for the requisition's limits. It's still important to not overfill a position's headcount and FTE, so these validations do occur if the offer has a position. The move into the HR phase is always successful. However, the recruiting user needs the HR specialist to reconcile any issues that arose from position changes in the meantime. If the position will already have sufficient headcount or FTE as of the offer's start date, the candidate will be moved into the HR phase but in the state Error During Processing. If the position does allow overlap, the candidate will be moved into the HR phase without a problem, although the warning will be visible in the Errors section of the Offer page.

Job Offer Multilingual Content

Oracle Recruiting Cloud is available in multiple optional languages to deliver a multilingual recruiting experience.

When you sign in Oracle applications, you can select your session language in your user preferences. American English is the default session language for the first visit (the application remembers the last session language). The session language you select defines the language of every label in a product. The session language is used as the creation language. For example, Spanish is installed in the environment. If you sign in Spanish, you create job requisition templates in Spanish.

When you view job offers on the Job Offers list, requisition titles are displayed in your session language (not in the candidate job application language). This way, you can see the same job requisition title for all candidates who applied on the requisition no matter which language they used to apply.

When you view the details of a job offer for a candidate, a field indicates the language used by the candidate to apply for the job. The job offer title is displayed in the candidate job application language regardless whether or not it's the same language as your session language. The Additional Text 1 and 2 appear in the language in which they were created by the Offer Team.

When you do a keyword search on the Job Offers list, the search retrieves all job offers where the word is found, that is the job requisition title in your session language and all job offer titles in each recipient's language.

When you preview a job offer, the content of the job offer appears in the candidate job application language.

When candidates receive a job offer, they view job offers in their job application language, this includes the language of the actions Accept and Decline.

Job Offer FAQs

What's the difference between Extend to Candidate and Resend to Candidate?

Use the Extend to Candidate action to communicate a job offer to a candidate. The candidate receives a message containing a link that takes the candidate to the career site where they applied. Once on the career site, the candidate can view and print their offer letter and any attachments, and respond to it.

Use the Resend to Candidate action if the candidate deleted or misplaced the email that contains the link to reach a job offer on the career site.

How many job offers can one candidate have?

A candidate can apply to multiple job requisitions and therefore have multiple job applications. When a candidate accepts a job offer and it's handed off to HR, all of the candidate's other active job applications get withdrawn. However, if you know that the candidate wants to be considered for additional jobs, you can manually revert back any of those automatically withdrawn job applications into the previous active state.