OVI Partner Invitation Task
When OVI partners who have access to a special "invitation" mechanism invite Onboarding (Transitions) Center users to provide information or perform an action, a corresponding task is added to the Tasks section of the Onboarding (Transitions) Center. Similarly, if new hires receive such an invitation, a corresponding task is added to their Tasks tab in the career section.
In providing services to Oracle Taleo Enterprise Edition customers, Oracle Validated Integration (OVI) partners often need to communicate with Onboarding (Transitions) Center users. Partners do this by sending an email message to the Onboarding (Transitions) Center user via a special "invitation" mechanism. The content of the correspondence, including links it might have, are reproduced in the form of a task assigned automatically to the Onboarding (Transitions) Center user.
Two types of communication are possible through such tasks. Partners can convey information—perhaps a progress report regarding the service being performed for the new hire or perhaps the results of a service that was completed. For example, a partner might want to inform an assignee that E-Verify was completed for a new hire. The other type of communication is an invitation to perform some action. Most often the invitation includes a link that the assignee clicks to access the partner's Web site and provide information. One example is an invitation to complete section 2 of the Form I-9, Employment Eligibility Verification.
Regardless of the type of communication, the task is displayed in the assignee's Tasks section of the Onboarding (Transitions) Center and the task's status is In Progress as long as the OVI task (external service task) is ongoing. Assignees cannot change the status. If the Onboarding (Transitions) Center displays the task view page, the Properties section includes the email message along with any links the latter contained. If the section includes a link to the partner's Web site and the user clicks it, he/she will be redirected to the site automatically.
Upon completion of the OVI "conversation", the task status changes automatically to Completed and the task is no longer displayed in the Tasks section while the My Opened Tasks or All Opened Tasks filters are applied.
OVI partners can communicate with new hires in a similar manner. Provided the task is assigned the New Hire role, two things will happen. The invitation message will be sent to the new hire. Secondly, a task containing the text and links (if any) of the email will be displayed on the new hire's Tasks tab. If the task includes a link to the partner's Web site and the new hire clicks it, he/she will be logged into the site automatically.
Configuration
To view the content of the task (hence the content of the email message and links (if any), Onboarding (Transitions) Center users require at least one of the following permissions.
| Permission | Location |
|---|---|
| View related sources of tasks assigned to me, to see their
forms and documents or View related sources (forms, email correspondence, and documents) related to all tasks |
Configuration > SmartOrg (Administration) > User Types > (click a user type code) > Recruiting > Onboarding (Transitions) Edit) |
If a message template will include a link to an OVI partner's Web site, it recommended that the link be configured to open in a separate window. This will enable Onboarding (Transitions) Center users to visit the Web site while keeping the Onboarding (Transitions) Center session open.
If the link is configured to open in the same window instead, Onboarding (Transitions) Center users who click the link to go to the OVI partner's Web site will be unable to return directly to the Onboarding (Transitions) Center directly afterward.
The same principles apply to correspondence targeting new hires. If "Open in New Window" is selected, this will enable new hires to visit the OVI partner's Web site while keeping their Career Section session open.
If a customer wished to disable both types of communication (email message and task) for a particular situation, the Onboarding (Transitions) administrator could create a fictitious user and assign the task to that "person". Such arrangements require careful consideration particularly if the task requires the assignee to visit the partner's Web site and perform some action there. Because the task is assigned to the fictitious assignee, no one will receive the OVI partner invitation email message and task. Consequently, the task status will remain In Progress and the process will typically be unable to advance to the next step.