Automatically Deleting Old Processes
Completed and canceled processes associated with a specific new hire/candidate can be automatically deleted.
The Automatically Delete Old Onboarding (Transitions) Processes is a setting that the Onboarding (Transitions) administrator can configure to determine when to delete obsolete processes. These processes are associated with a specific candidate/new hire and have been either completed or canceled. The Onboarding (Transitions) administrator determines the number of days processes have aged beyond their completion or cancellation date as the criteria for deletion. The number of days is entered as the setting value, with zero representing no automatic deletion of processes.
After the initial setting is set and activated, the first delete occurs up to 14 days after updating the setting. The actual deletion date is set by an internal scheduling tool and cannot be pre-determined. Each subsequent deletion will occur twice per month (each deletion occurring approximately 14 days after the previous deletion on any completed and cancelled process which has reached the configured age. The timing is not configurable.
It is the responsibility of the customer to archive to a local network all Onboarding (Transitions) records they wish to maintain, prior to deleting any process. Once an external archival system has been set up, we suggest completing process-related Taleo Connect exports on a schedule and routine basis.
When a candidate/new hire completed or canceled process has reached the defined age value in days, the process is automatically deleted. All tasks associated with the process are also deleted, as are all history entries related to the process. Personalized PDFs and forms for the new hire/candidate can no longer be generated. However, the candidate/new hire user account is not deleted. Candidate/new hire data is retained in the database and is available for reporting purposes.
| Setting | Description | Location |
|---|---|---|
| Automatically Delete Old Onboarding (Transitions) Processes | Automatically executes a permanent deletion of Onboarding (Transitions) processes
completed or canceled at least X days ago. All tasks in these processes will also be
deleted. Ongoing processes will be ignored and excluded from permanent, automatic deletions.
The automatic delete process will run twice per month (unless customers change the value to 0). Setting is enabled by default for new and existing customers. For new customers, the default value is set to 2 years (730 days). For existing customers, the default value is set to 5 years (1825 days). System administrators can modify the default value or disable the automatic deletion completely by changing the value to 0. |
Configuration > [Onboarding (Transitions)] Settings |
Impact with the Automated Candidate Deletion Process in Recruiting
The automatic deletion of candidates that is set through the Recruiting Administration Automated Task feature will no longer work if a candidate/new hire has any associated Onboarding (Transitions) processes in any status whether In Progress, Canceled, Completed or even Suspended.
The Onboarding (Transitions) automated process deletion mechanism is critical if organizations want to free up the candidates/new hires to be deleted from the Recruiting automated candidate deletion mechanism. The Onboarding (Transitions) administrator can configure the Automatically Delete Old Onboarding (Transitions) Processes setting to delete processes that are older than X days. Then, after this deletion has occurred, the next time candidates/new hires are matched to the Recruiting automated candidate deletion mechanism, they will get removed from the Oracle Taleo Enterprise Edition system entirely.
Removing the Onboarding (Transitions) processes does not delete the data about candidates/new hires. Only the record of what processes and what tasks they completed, and what PDFs were completed, etc., gets deleted by the Onboarding (Transitions) deletion mechanism. The Recruiting deletion mechanism is required to truly wipe out the data pertaining to the candidates/new hires themselves.