Candidate Submissions

Submissions List

You can access the list of all submissions by clicking the Submissions tab. You can also navigate directly to the submissions of a specific requisition by clicking the candidate count of the requisition in the requisition list.

From the submissions list, you can:

View the list of submissions and see their progress in the selection process.
Navigate through the paginated submission list.
Open a candidate submission to view its content.
Filter submissions using various criteria. Once you have selected criteria, click Apply Candidate Filters to refresh the list, or click Clear All to clear the selected filters. Applied filters are shown in the top of the list. Click the x icon next to each filter to remove the filter.
See how many candidate submissions are currently in the various steps and statuses of the selection process.
Sort candidate submissions using the available columns.
Perform actions directly from the list. Select a candidate submission then select the action from the action toolbar. You can also use the More Actions menu displayed directly on each submission's row.
Perform bulk actions. Select multiple submissions then perform these actions: Change Step/Status, Send Correspondence, Add Comments.
Select a list format to display candidate submissions. Your administrator creates list formats that suit the needs of your organization and make them available. When you are viewing a list of submission, you can select the list format you wish to use to display submission information.

When you view a requisition, you can get to three different pre-filtered submission lists: New Candidates (candidates who are in the step New), Active Candidates, All Candidates (including rejected, declined, and hired).

When you hover over a candidate name, a pop up appears and provides candidate details such as contact phone, contact email, candidate ID.

Candidate Submission Details

A candidate submission is a record containing information provided by the candidate when applying for a job. It also contains information about the progression of the candidate submission in the candidate selection process.

When you view a candidate submission, the details of the submission are presented in the following tabs:

Job Submission: Contains all the details of the candidate submission organized into different sections that you can expand and collapse depending on their pertinence.
Attachments: Displays attachments into different sections. The first section contains the resumes attached to the submission. The second section contains attachments relevant to the submission. The third section contains offer-related attachments. And the last section contains attachments that are either relevant to other submissions or to the candidate’s general profile. You can preview and download the contents of an attachment.
Offers: This tab is displayed once an offer is created. It contains details about the current offer. You can display previous offers, if any, and highlight the differences between the offers. You can view the offer letter as well as files attached to the offer. The offer grid can be displayed in full screen size or normal size.
Referral: Contains referrals provided by candidates, employees, and agents.
Interviews: Presents details about scheduled interviews.
History: Presents useful tracking details on actions performed on the submission. Click the Modify Categories button to select the event categories you want to display.

You can navigate to the requisition details from a submission by clicking the requisition name. You can also get a quick preview of the requisition details without navigating away from the current screen by clicking the preview icon next to the requisition name.

You can navigate back to the submission list using the Back to Submission List button. You are returned to the submission list and the most recent requisition you viewed is highlighted.

You can flip through the submission details for each of the submissions displayed on your list by clicking the previous and next buttons.

You can perform actions by selecting actions in the More Actions menu or in the action toolbar.

Submission Summary Card

When you view a candidate submission, a summary of the job submission is displayed on the submission card. The summary highlights important details about the submission such as candidate identification, work experience, education, prescreening results, submission status.

If a resume is attached to the submission, you can click the Resume button to view the resume. While viewing the resume, you can navigate through the resume if it contains several pages, you can flip through the other candidate submissions and see their resumes, and you have direct access to the action toolbar from where you can disposition the candidate. When you close the resume preview, you are right back to where you were previously.

Use the arrow to expand or collapse the summary card.

Create a Candidate Submission

You can create a candidate submission while reviewing the list of submissions for a requisition.

Go to the Requisitions tab.
Open a requisition.
Access the submissions for the requisition.
In the More Actions menu, select Create New Candidate.
Indicate for which requisition you want to create the submission, the current requisition or another requisition.
Click Next. You are then taken to the creation flow.
Select the form you want to use to create the candidate submission.
Upload the resume of the candidate. This step is optional.
A duplicate check is performed.
- If duplicate candidates are found, you can overwrite an existing candidate profile or create a new candidate profile. You can upload a resume or enter the submission details manually.
- If no duplicates are found or if duplicates are found but the candidate is not on the list, you can go back to the previous page and change the information used to find duplicates. Or, you can create a new candidate.
Complete the fields.

Check for Duplicate Candidates and Candidate Submissions

You can run a duplicate check to identify potential duplicate candidates or candidate submissions. If you find duplicate files, you can merge them into a single master file.

The Check for Duplicates action is available from the Submissions list, Tasks list, and within candidate general profiles.

Let’s say you’re in the Submissions list.

Select a candidate file.
In the More Actions menu, select Check for Duplicates. The application verifies if the candidate file already exists in the database. A list of potential duplicate files is displayed.
If you determine that one or multiple candidate files are a duplicate, you can merge the files with the reference file. Select the reference candidate file and the duplicate files, then click the Merge selected candidates button.
On the Merge Candidate Files page, select which candidate file will be the master file. You can also set the merge sequence. It’s important to select the master file and merge sequence with care because files are processed one at a time as per the configured sequence and only information that doesn’t already exist is copied.
If you select the option to send an email notification, an email message is sent to the master candidate or the agent owning the master candidate to inform them that the candidate files were merged and to invite that person to review the new candidate file.
Click Merge Candidates.

What happens once the merge is done:

The complete master candidate file's information is preserved and enriched by merging in the information from the duplicate candidate files.
The candidate files that were not retained are deleted.

Merge Candidate Submissions

Select potential duplicate candidate files and merge them into one file. When a merge occurs, the master candidate file's information is preserved and enriched with information from the other candidate files.

Go to the Submissions tab.
Select two or more candidate files.
In the More Actions menu, select Merge Candidate Files. By default, the system selects the most recent file as the master candidate file, unless the oldest candidate file was a referral. You can select a different master file if desired.
Select the order in which the duplicate files will be merged into the master file.
You can remove unwanted candidate files.
Click Merge Candidates.

Candidate files are processed one at a time as per the configured sequence and only information that doesn’t already exist is copied into the master file. After the merge, the master file is kept, and the candidate files used for the merge are deleted.

Share a Candidate Submission

Share candidate profiles with other recruiters who may be interested in such a profile to fill a position.

Go to the Submissions tab.
Select one or more candidate files.
In the More Actions menu, select Share Candidate.
Search for people with whom you want to share the candidate.
Click Next.
In the Share Candidate – Share Options window, select the sections of the candidate profile you want to share.
Click Share Candidate.

The recipients receive a notification about the profile that you just shared. They can view the info you shared.

Change the Step and Status of a Candidate Submission

You can change the step and status of a candidate submission using the Change Step/Status action available in the Submissions list and within a candidate submission. You can change the step/status for one candidate submission or several candidate submissions (bulk action). The step and status available for selection are based on the requisition’s candidate selection process configuration and your user permissions.

Go to the Submissions tab.
Select a candidate file.
In the More Actions menu, select Change Step/Status.
In the Change Step/Status window, select the desired step and status.
Enter comments.
Select the Send Correspondence option to send a correspondence to the candidate.
In the Send Correspondence window, select how to send the message (by email or printed letter) and decide if you want to use a template or create the message from scratch.
Click Next.
If you're using a template, select the template then click Apply and Close.
If you're creating a message from scratch, use the text editor to compose your message then click Apply and Close.

Change the Step and Status Consecutively as Bulk Action

You can select several candidate submissions on different requisitions and move them to the next step, bypass the current step, or change the status provided all the submissions are at the same step and all the requisitions use the same candidate selection workflow. When you’re done, you can continue changing the step and status of those selected submissions as part of a bulk action.

Go to the Submissions tab.
Select several submissions that are at the same step.
In the More Actions menu, select Change Step/Status.
In the Change Step/Status window, change the step, status, or both.
Enter comments.
If you select the Send Correspondence action, the Bulk Action – Send Correspondence window appears and you can decide to send a message by email or printed letter, and to write a message from scratch or using a template.
If you're using a template, select the template then click Apply and Continue.
You can continue to change the step and status of those selected submissions using the above steps.

Revert a Candidate Submission Step and Status

You can use the Revert Latest Change of Step/Status action to go back to the previous step and status of a submission.

Go to the Submissions tab.
Select a candidate file.
In the More Actions menu, select Revert Latest Change of Step/Status.
In the Revert Latest Change of Step/Status window, you can see the step and status that the submission will revert to.
Enter comments.
Click Revert and Close. Or click Revert and Continue if you want to revert back another step and status.

Bypass a Mandatory Selection Step

When you want to move submissions quickly in the selection process, you can use the Bypass Selection Steps action to move the submission to any step and bypass mandatory steps. The Bypass Selection Steps action is available as a bulk action.

Go to the Submissions tab.
Select a candidate file.
In the More Actions menu, select Bypass Selection Steps.
Enter a comment.
Click Apply and Close. The info is saved in the submission’s History tab.

Mark Step as Complete With Pending Activities

You can move submissions forward in the selection process even if certain activities are pending.

Go to the Submissions tab.
Select a candidate file.
In the More Actions menu, select Change Step/Status.
Select a step and a status that completes the step.
Select the Complete this step even if some activities remain pending option.
Click Apply and Close. The info is saved in the submission’s History tab.

Reset a Submission Selection Process

You can use the Reset Selection Process action to restart the selection process of an hourly submission from the beginning.

Go to the Submissions tab.
Select a candidate file.
In the More Actions menu, select Reset Selection Process.
In the Reset Selection Process window, you can see to which step and status the submission will be reset.
Click Reset and Close.

Reject a Candidate Submission

You may want to reject a candidate for several reasons for example, the candidate doesn't meet the required criteria for the job or you received the candidate submission too late or were not able to contact the candidate.

Go to the Submissions tab.
Open the candidate file.
In the More Actions menu, select Reject Submission.
In the Rejecting a Submission window, select a reason why the submission was rejected.
Enter comments.
Click Reject Submission.

Indicate a Candidate Has Declined a Job

A candidate may decide to decline a job for different reasons such as the salary is insufficient, or the candidate doesn't want relocate for the job or to travel.

Go to the Submissions tab.
Open the candidate file.
In the More Actions menu, select Candidate has declined.
In the Candidate has declined window, select a reason why the candidate decided to decline the job.
Enter comments.
Click Canidate has declined.

Capture Candidate Expectations

You can capture different types of candidate expectations which will assist you during the offer and hiring process.

Let’s say you want to capture expectations for an offer.

Go to the Submissions tab.
Open the candidate file.
In the More Actions menu, select Capture Candidate Expectations.
In the Capture Candidate Expectations window, select the type of expectation:
- Would accept
- Would refuse
- Desires
- Current job
Click Capture
Complete the fields in the temporary offer section.
Click Save and Close. The expectations are shown on the page.

Use Forms for the Hiring Process

You can use forms associated to candidate selection workflows, steps, and statuses and use them at any point during the hiring process. You can use forms for instance for various new hire paperwork, or to print a candidate submission in a particular format, or during an interview with a candidate to complete a candidate's "Do not disclose" information. You can also print a form, complete it, and have it signed by a candidate.

Go to the Submissions tab.
Select the candidate file.
In the More Actions menu, select Fill Out Form. The Fill Out Form page displays the forms associated with the respective submission’s step and status (as per the candidate selection workflow configuration).
Click on a form. Acrobat® Reader opens, displaying the form. The form is filled automatically using the corresponding fields of the candidate file or requisition file.
Validate the information.
Click Print. A PDF form is automatically generated.

Export Submissions and Candidate Profiles to Excel

You can export submissions and candidate general profiles in a Microsoft Excel spreadsheet.

Let's say you want to export several submissions.

Go to the Submissions tab.
Select the candidate files.
In the More Actions menu, select Download as Excel.
Select where you want to download the file.
Click Save.

The selected submissions are downloaded to an Excel file with all the relevant information. A View link is available for each file. If you click the link, you’re taken directly to the submission. Columns in the Excel file are determined by the actual columns displayed in the Submissions list.

If a column is represented by an icon (such as the Item Requiring Attention icon), the column header will display the icon value.
If a field displays a boolean value, the table cell will display True or False.
If a field has multiple values, the table cell will display the actual text value.

Send Correspondence to a Candidate

Use the Send Correspondence action in the candidate submission or submission list to create a message and send it to the candidate.

You can send a correspondence to one candidate or several candidates (bulk action).

You can select how the message is sent. Two options are available:

email
printed letter

You can use a message template to create a message or create the message from scratch.

Write Message From a Template

The list of templates that you can use is displayed. Use filters to find the desired template. You can see a preview of the message before selecting it. If you are granted the permission, you can edit the message and attach files.

If the template contains unresolved tokens, these tokens are listed in the Missing Information panel. You can enter values for each token and click Apply to resolve the tokens within the message. You don’t need to locate the tokens within the message.

Write Message From Scratch

You can create a message from scratch using the text editor. Before sending the message, you can see a preview of the message and make final edits if needed. You can also attach files.

Add Comments to a Candidate Submission

Use the Add Comment action in the candidate submission or submission list to add a comment to the submission.

You can add comments in one candidate submission or several candidate submissions (bulk action).

Attachments in Candidate Profiles and Candidate Submissions

You can view, preview, delete, upload, and download attachments in candidate general profiles.

Attachments are available in the Attachments tab. The following file formats are supported. System administrators define which formats are available to users.

Any File Format
Excel (.xls and .xlsx)
Hypertext Markup Language (.htm and .html)
OpenOffice Writer (.odt)
Portal Document Format (.pdf)
Rich Text Format (.rtf)
Text (.txt)
Word (.doc and .docx)
Word Perfect (.wpd)
Zip Format

Attach Files to a Candidate Submission

You can attach files to candidate submissions.

You need these user permissions.

Attach a file (general)
Attach a file (on preselected candidates)

Go to the Submissions tab.
Open ate candidate file.
Click the Attachments tab.
Click Upload Attachment.
In the Upload Attachment window, click Browse to select a file.
Indicate if the attachment is a resume, an offer-related file, or any other type of attachment.
You can also indicate if the attachment is visible to the candidate.
Click Upload.

Once a file is attached to the submission, it appears in the corresponding section in the Attachments tab. You can then preview, edit, and delete it.

Preview and Download Attachments from the Submissions List

You can preview and download attachments directly from the Submissions list.

Go to the Submissions tab.
Locate a submission that has the paper clip icon.
Click the paper clip icon.
From the Attachments window, you can preview the content of the attachment and download the attachment. When you preview an attachment, you can navigate from one attachment to another.

View Events that Occur on a Candidate Submission

View all the events that occurred for a candidate submission in the History tab.

From the History tab, you can view events:

For the current submission
For all active submissions
For the general profile and all submissions

Submission history entries are listed with recent events at the top. For each history event, you can view the date, event name, details plus comments, and the user who performed the event.

You can select the history event categories you want to display. Click the Modify Categories button and select events you want. You can also sort events by date and by the person who performed the event.

Request Screening Services for a Candidate

You can request screening services for candidates such as background checks, tax credit eligibility, candidate assessments.

When you open a candidate submission, select the Request a Screening Service action in the More Actions menu. Screening services configured for the requisition are available for selection. Select the service you want to request.

Note: To request a screening service, you need this user permission:

Request services from Taleo partners

You can view results of screening services performed on candidates. When you open a candidate submission, go to the Screening Services tab. From there, you can view a summary of the results displayed in a table. Click the Show Details link to view a detailed report of the screening services performed on the candidate. If screening services were previously performed on the candidate, you can access historical results.

Note: To view screening results, you need these user permissions:

Access Taleo partners summary results
Access Taleo partners detailed results

Add a Referring Agent to a Submission

You can add a referring agent to a submission.

Go to the Submissions tab.
Open a candidate file.
Click the Referral tab.
Click Add Referring Agent.
Selected a referring agent.
Click Save.

When an agent is added to a submission, you can go back to the submission and use the Change Referring Agent button to change the referring agent. Use the Remove Referral Information button to remove the agent.

Link Candidates to a Requisition

You can link a candidate to a requisition to create a prospect candidate profile associated with the job requisition. You can link multiple candidates at a time to more than one requisition.

Go to the Submissions tab.
Select a candidate file.
In the More Actions menu, select Link to Requisition.
Select a requisition then click the Link to Requisition button.
You can then choose to send an email to the candidate to if you need more info about their profile. Emails are sent only for posted requisitions, to avoid inviting candidates to requisitions they can’t see on the career section.

Once the candidate is linked to the requisition, they can continue their application process.

Start a Pre-Hire Onboarding Process

You can start a pre-hire onboarding process when candidates reach a specific step and status in the candidate selection workflow.

Go to the Submissions tab.
Open a candidate file.
In the More Actions menu, select Start Pre-Hire Onboarding Process.
Select a process.
Enter comments.
Click Start Process.

Start a New Hire Onboarding Process

You can start a new hire onboarding process when candidates reach a specific step and status in the candidate selection workflow.

Go to the Submissions tab.
Open a candidate file.
In the More Actions menu, select Start New Hire Onboarding Process.
Select a process.
Enter comments.
Click Start Process.

Start an Onboarding Process While Changing the Step and Status of a Submission

You can start a pre-hire or new hire onboarding process while changing the step and status of a submission.

Go to the Submissions tab.
Select the candidate file.
In the More Actions menu, select Change Step/Status.
In the Change Step and Status window, update the step, the status, or both.
In the Select Other Action section, select the Start Onboarding Process option and the desired onboarding process.
Click Apply and Close.