Advanced Electronic Offer

Recruiting Center users have the ability to extend offers electronically so that candidates can view and respond to these offers on line.

Two E-Offer options are available:

The standard electronic offer.
The advanced electronic offer that requires Onboarding (Transitions).

Standard Electronic Offer

For a full explanation of standard electronic offers, please see the Implementing Recruiting guide.

Advanced Electronic Offer using Onboarding (Transitions)

Customers who have more complex electronic offer requirements can configure Onboarding (Transitions)-based advanced electronic offer workflows for use in Recruiting. Some customers might require additional E-Signatures, notifications extended to include additional people, calls to external service providers, different tasks for executives. Customers like those who have more complex requirements might consider using the "Onboarding (Transitions) version" of electronic offers because offer workflows in this version can be configured to accommodate a wide variety of needs.

Typical Sequence of Events

The advanced E-Offer process can be started as soon as an offer is ready to be extended by way of the Recruiting Center. This can be done when the offer status is Approved (if an approval cycle is needed) or Draft (if an approval cycle is not needed or is configured to be skipped). Recruiting Center users click More Actions > Extend Offer > Extend in writing > E-Offer.

Once the E-Offer process is started, the system begins assigning the tasks configured for the process. The offer letter is typically displayed on the Tasks tab of all the Oracle Taleo Enterprise Edition-based career sections the candidates might visit because a form was configured containing the offer letter. Candidates receive an email message if the Onboarding (Transitions) process was configured that way inviting them to go to a secure career section portal to view the offer on line. When candidates click the URL link in the message, they are directed to the career section portal where they log in. They can examine the offer (but cannot modify it) and provide new information or update existing information on the form as necessary. They can print the offer details from the Tasks tab and if the OfferLetterAttachments variable was added to the E-Offer letter form, they can print offer letter attachments. The form can include fields, such as an electronic signature, that can be configured as optional or mandatory. Candidates accept or refuse the offer by providing a value for a field configured for that purpose (the field should therefore be mandatory). If the form contains E-Signature fields, these are validated by the system.

As soon as candidates submit their decision, Recruiting Center users and Onboarding (Transitions) Center users are informed automatically by way of an email message (provided this was configured). The message, which originates from a configurable message template, includes the candidates' response and can provide other information and be sent to additional recipients such as a hiring manager.

When candidates submit their decision using the form, an (appropriately configured) Send E-Offer response task updates the offer status to Offer-Accepted or Offer-Refused in the candidate selection workflow. This task can also be configured to create a PDF consisting of the offer letter, the candidates' offer status and the cover page. The PDF will be available in the Onboarding (Transitions) Center and the users will be able to view and print the PDF. More importantly, the PDF will be available for export through Taleo Connect. A task can be configured to display the PDF on the candidates' or employees' Tasks tab at an appropriate moment in the process. For a full explanation of this feature, see Viewing E-Offer Letter PDFs with the Advanced E-Offer Process.

Note: No offer letter and cover page PDF is created if a Recruiting Center user manually captures a candidate's decision—thereby changing the step status to Offer – Accepted or to Offer - Refused. Instead, the candidates must submit the form including their decision through an advanced E-Offer step.

The following table shows some of the ways in which advanced electronic offers differ from standard electronic offers.

Question	Standard E-Offer (Recruiting)	Advanced E-Offer (Onboarding (Transitions))
How is the Electronic Offers Recruiting setting configured?	Set to Standard Electronic Offer (using the built-in form)	Set to Advanced Electronic Offer
Process configuration required?	No, the two standard E-Offers and the workflow cannot be configured.	Yes, you configure related forms, email messages and the workflow.
E-Offer is displayed on which tab?	Offer tab (which includes other offers if any).	Tasks tab (which includes tasks from the E-Offer process and (typically) tasks from other processes).
When is offer sent electronically?	As soon as E-Offer is extended.	Wherever you have configured this action in the E-Offer process.
Can multiple E-Signatures be captured?	Two on a single form (candidate)	Unlimited including E-Signatures required from candidate or others (e.g. manager) for the offer and any attachments.
Are E-Signatures validated?	E-Signatures are mandatory, not validated.	Yes, choose validation method e.g. DOB, last-4 digits of SSN, initials, etc. E-Signature can be made mandatory for candidates and/or others.
Can OLF be used to send different notifications or tasks?	No.	Yes, using "branching" (routing) logic in E-Offer process.
Can reminders be sent?	No.	Yes, for candidate E-Offer forms or any overdue tasks.
When is the status updated in the candidate selection workflow?	When candidate submits an E-Offer form on a career section.	Whenever it is configured to be updated, using the "system task".
Can a recruiter still capture a response manually?	Yes, the candidate selection workflow is updated accordingly and candidate cannot respond on the E-Offer page.	Yes, the candidate selection workflow is updated accordingly and the process can continue. The system can also capture candidate response (which might be different from the manual response).
Is auto-progression in the candidate selection workflow available?	No.	No.
Is the offer still displayed after a candidate declines an E-Offer?	No.	Yes, in read-only format for duration of E-Offer process.
Is the offer still displayed after a candidate accepts an E-Offer?	Yes, displayed until candidate/offer info is archived or purged, or until offer is rescinded or the candidate or employee reneges after accepting.	Yes, displayed in read-only format for duration of E-Offer process.
Who can access the PDF of the most recent e-signed offer letter?	Recruiting Center users and Taleo Connect users.	Onboarding (Transitions) Center users, candidates, and Taleo Connect users.
Can PDFs of older e-signed offer letters be viewed or exported?	Yes, PDFs of past offers, accepted or refused, are available provided the organization is using 12C or a later version.	No, the complete PDF is only available for the current offer, not for a rescinded or reneged offer.
Which data fields are added to the offer letter in the PDF?	The candidate's name, decision, IP address, and date/time-stamp appear at the end of offer letter.	The candidate's name, decision, and date/time-stamp appear at end of offer letter as well as any fields that were added to the cover page.
Can more fields be added to the PDF?	No.	Fields can be added to cover pages and a cover page can be configured to be part of the PDF). Also, administrators can create multiple cover pages, configuring them to include different sets of fields. Each cover page can target a different audience within the same process.
Security to control who can view the PDF?	Whether a user can view an offer and cover letter PDF is governed by three factors: the security level selected for the "Letter Used" offer field (General, Restricted or Confidential); the security level selected for the Security level for offers (in view mode) permission; the selections made for the View offers permission.	Whether a user can view offer and cover letter PDFs is governed by Onboarding (Transitions) permissions: View all processes View processes I own or supervise, or that have been shared with me View, add, and print attached files (PDFs)

The following table shows some of the ways in which advanced electronic offer PDFs differ from standard electronic offer PDFs.

Question	Standard E-Offer (Recruiting)	Advanced E-Offer (Onboarding (Transitions))
Who has access to the current electronically signed E-Offer letter PDF?	Recruiting Center and Taleo Connect users.	Onboarding (Transitions) Center and Taleo Connect users, the candidate or employee.
Can earlier electronically signed E-Offer letter PDFs be viewed or exported?	Yes, PDFs are available for all standard E-Offer letters, accepted or refused, as far back as (and including) 12C.	No, only the current E-Offer letter and cover page are available in the form of a PDF and only as long as the offer is not rescinded and the candidate does not renege.
Which fields are included automatically in the E-Offer letter portion of the PDF?	Candidate's name, decision, IP address, date and time of decision are displayed at end of offer letter.	Candidate's name, decision, date and time of the decision are all displayed at end of offer letter in addition to any additional fields the Onboarding (Transitions) administrator added to cover page, which is displayed before or after the offer letter.
Can the administrator add other fields to the PDF?	No.	Onboarding (Transitions) administrators can add fields to cover pages. Also note that they can create different cover pages, each one with its own set of fields. This makes possible cover pages that target different audiences within the same process.
Who can view and print a PDF?	The "Security level for offers" permission can be set to "General", "Restricted" or "Confidential". The permission is used to specify who can view and print offers and this on different subsets of requisitions.	Ability to view and print a PDF is controlled through the View, add, and print attached files (PDFs) permission, this for two subsets of Onboarding (Transitions) processes.

Advanced electronic offers using Onboarding (Transitions) are explained in more detail in the following pages. For information on standard electronic offers, please refer to the Recruiting Configuration Guide.