1. Implementing Onboarding (Transitions)
  2. Electronic Signature

Electronic Signature

Electronic signatures enable an organization to validate the identity of a new hire, manager, or other task assignee when they are submitting a specific set of information on a form.

The Onboarding (Transitions) administrator can configure and use an electronic signature in forms, message templates, documents, content pages. For example, candidates and employees may have to read and complete specified forms and may be asked to provide specific information confirming their identity. The information they provide is checked by the system before the form can be submitted. For instance, the system can validate if the data entered matches the last name, initials and Oracle Taleo Enterprise Edition password.

The Electronic Signature feature is flexible and extensive. Onboarding (Transitions) provides 50 E-Signature fields that can be used by the Onboarding (Transitions) administrator to meet the organization's business needs. There are also three E-Signature fields intended for use with the I-9 form, and one E-Signature field intended for use with electronic offers. The Onboarding (Transitions) administrator configures an electronic signature field by naming it and selecting the value to validate against. The newly configured name will not appear in the user-defined form builder, PDF document variables, or text documents but is available for reporting. Forms and documents are built using the predefined E-Signatures.

Any of the 53 "ESignature" variables in the Available Variables list can be used in multiple processes. A customer could configure a pre-hire process, a new hire process, an e-offer process and an offboarding process such that a candidate would provide the same E-Signature (e.g. {ESignature.ESignature45Fullname} ) on four separate occasions as he or she progressed from one process to the next and each e-signature would be treated and processed separately from the others.

There a several methods of validation that can be used for an E-Signature. When determining which validation method to use, the Onboarding (Transitions) administrator must consider their business process. If data in any of these fields has not been previously captured in the system for the assignee, it will then be impossible for the assignee to successfully submit the form (the system cannot compare the information that is typed in the E-Signature). For example, if the Oracle Taleo Enterprise Edition password is a mandatory field for all users in an organization, this validation method would be a good choice. On the other hand, if an organization does not collect the date of birth for all candidates, this would be a poor choice to use for an E-Signature.

Use this E-Signature validation method If the assignees are in this group of people Notes
Birth date New hires only Must be typed in mm/dd/yyyy format only, with the new hire typing each number and slash directly into the field to be accepted as a valid E-Signature.
Email All Can match any one of three possible email addresses that can potentially exist in Onboarding (Transitions):

  • Personal email address

  • Correspondence email address

  • Corporate email address
First name All
Initials All If the assignee has a middle name, then the first initial of the first, middle, and last name must be typed into the field without periods or spaces between them. If the assignee does not have a middle name, then the first initial of the first and last name must be typed into the field.
Last name All
SSN last 4 digits New hires only

Before choosing this validation method, the Onboarding (Transitions) administrator needs to be confident that the Social Security Number/Social Insurance Number value was properly entered in the system. The Onboarding (Transitions) administrator should make sure that the SSN/SIN field is filled with digits only, no extraneous dashes nor spaces. If gathering the SSN/SIN in an onboarding form, this can be done on a form that uses an input mask to ensure that they only save 9 digits.
Oracle Taleo Enterprise Edition password All
User secret identifier New hires only Before choosing this validation method, the Onboarding (Transitions) administrator must ensure that there is data saved for this field in the database. The secret identifier entered by the assignee must match the data saved in the database. If the system administrator forgot to capture the data in the first place, then this E-Signature method will always fail.
Zip/postal code New hires only Before choosing this validation method, the Onboarding (Transitions) administrator must ensure that there is data saved for this field in the database. The zip/postal code entered by the assignee must match the data saved in the database.
The value entered by the assignee into the E-Signature field can only be compared with existing data. This data can originate from different sources:

  • From Recruiting and the Career Section.

  • It can be filled in manually on a prior onboarding form by the new hire or other user on their behalf.

  • It can be imported using Taleo Connect after it has been generated for new hires in an external system.

In any case, the value must be stored successfully before using it on the electronic signature form. If a new hire has no existing value to match, he or she will be unable to submit the form.