Understanding Job Offers and Journeys

Journeys are sets of standard tasks to be performed when there are changes in personal circumstances, for instance when a candidate reaches the end of their recruiting process and prepares to begin their new assignment.

Allocating a journey too early in a candidate's lifecycle isn't effective. External candidates can't access any journeys allocated to them until after they become a pending worker. Internal mobility candidates might end up accepting the offer as the recruiting process continues. So an appropriate time in the recruiting lifecycle to allocate a journey is near the end, when the candidate's job application moves into the HR phase. There are many actions that occur around this point in the candidate's lifecycle, and the appropriate one might be the action named Move to HR.

Allocating Journeys When Candidates Move to the HR Phase

Every successful candidate eventually gets moved into the HR phase of the recruiting lifecycle.

When an external candidate is progressed to the HR phase, both the actions Move to HR and Add Pending Worker are triggered for a new hire. In the case of a rehire, both the actions Move to HR and Add Pending Work Relationship are triggered. It's recommended that you don't configure a journey based on the Move to HR action for external candidates. Instead configure journeys for external candidates based on the actions Add Pending Worker and Add Pending Work Relationship. This configuration is helpful in case the candidate gets delayed in the state Error During Processing after they're moved to the HR phase. The journey will be allocated only after the issue gets resolved when the pending worker or work relationship can be created.

When an internal candidate gets moved into the HR phase, their job application arrives in the status HR - Pending Manual Processing and they wait for an HR specialist to process them in the Manage Job Offers work area. The HR specialist will transform the offer's values using the action that was originally selected in the offer, such as Transfer, Global Transfer, or Promote. If any journey is configured for these actions, it will get allocated for the internal person only after the HR specialist has submitted this process based upon the offer. If you need your internal candidates to perform journey tasks before their actual internal change becomes effective, then you would need to configure the journey for the action of Move to HR.

Note: Although the code for the action named Move to HR is ORA_IRC_ACCEPT_JOB_OFFER, the moment of triggering this action isn't when the candidate accepts the job offer. After an offer is accepted and before the Move to HR action, time might elapse and any custom-configured phases can intervene. So despite its code which mentions acceptance, the action Move to HR is triggered when the candidate's job application first changes to any state in the HR phase.

Configuring eligibility profiles can ensure that only one journey gets allocated to a candidate at this point in their recruiting lifecycle. For instance, you might want to ensure that the action Move to HR is configured to trigger a journey only for internal candidates, so that external new hires and rehires can receive journeys based on the actions Add Pending Worker and Add Pending Work Relationship respectively.

Journeys intended to be triggered upon the Move to HR action should not be configured with tasks allocated to the initiator of the journey. That's because the action Move to HR usually has no initiator, when it's performed automatically within the candidate selection process or even when it's performed manually by a user.

Note: These offer-related actions aren't appropriate for allocating journeys:

Journeys and Redrafted Offers

Occasionally it's necessary to make changes to a job offer or offer letter after the job application has moved into the HR phase, or even after a pending worker or worker was created for the candidate. This can be done by canceling the transaction and then redrafting the job offer.

When a pending worker or worker transaction is canceled, their record is removed and the person becomes only a candidate once again. This means it's no longer possible for them or any other users to access any journey that was allocated to that person. However, this journey isn't removed, and any completed tasks on that journey still retain all information.

If and when the redrafted offer and its job application get moved to the HR phase once again, a new pending worker and worker will again be created. Now that journey, which remained active, becomes accessible once again for that pending worker or worker, and all of its tasks can get continued and completed.

Note: If you intend to cancel a pending worker or worker who has an active journey and you don't want that journey to remain active, consider deleting the journey before canceling the pending worker or worker. If the person gets canceled first, managers and other users no longer have any way to access the still-active journey from the user interface.