Launching an Onboarding (Transitions) Process for Candidates/Employees with no Email Address

To launch an Onboarding (Transitions) process via the Recruiting Center or Taleo Connect, whether it is a Pre-Hire, a New Hire, an E-Offer or an Offboarding process, candidates/employees need to have an email address. Customers can configure Onboarding (Transitions) such that Onboarding (Transitions) processes can be launched for candidates or employees even if they do not have an email address.

System administrators have the possibility to set a fallback email address for candidates/employees with no email address. This email address will be used for every candidate/employee who lacks an email address so that Onboarding (Transitions) processes can be launched. A setting is available for that feature.

Setting	Description	Default Value	Location
Email Address for Onboarding (Transitions) Process	To run an Onboarding (Transitions) process, the email address of the candidate/employee is a prerequisite even if the process is configured such that no notifications or reminders are sent to the individual. For candidates for whom there is no email address, leaving this email address field with no value means that no Onboarding (Transitions) process can be run for them. If a value is provided for this setting, for every candidate who lacks an email address, the value is reproduced in the “Personal Email Address” and “Correspondence Email” fields in the candidate's SmartOrg user account (unless the candidate already has an associated SmartOrg user account with an email address).	Blank value, no email address entered.	Configuration > [Onboarding (Transitions)] Settings

Some actions in the system send an email message and show a copy of the message on the career section Tasks tab. Other actions simply send an email message. If a fallback email address has been saved in a candidate profile, the candidate/employee will not receive any communication by email. The only information that they will receive would be the one appearing on the career section Tasks tab (for example, correspondence tasks, OVI-triggered invitations/messages). If a task has "auxiliary" emails such as notifications and reminders, this information will not be displayed in the Tasks tab.

The table shows the type of communication a candidate/employee will get if a fallback email address has been saved in their candidate profile and how they will get the communication (via the career section Tasks tab or via email).

	Correspondence tasks	OVI-triggered invitations/messages	Notifications of assigned tasks	Reminders of upcoming/overdue tasks
Candidates/employees with a fallback email address	Tasks tab	Tasks tab	None	None
Candidates/employees with an email address	Tasks tab Email	Tasks tab Email	Email	Email

When launching a Transitions process for a candidate/employee, the candidate/employee must be linked to a user account in SmartOrg.

• If the candidate/employee is already linked to a SmartOrg user account, this user account is used.

• If the candidate is not linked to a SmartOrg user account, a new SmartOrg user account of type "Onboarding (Transitions)" gets created automatically by the system when an Onboarding (Transitions) process gets launched for a candidate with no preexisting SmartOrg user account.

The system automatically configures the email address of the newly-created Onboarding (Transitions) SmartOrg user account using the email address provided by the candidate or the fallback email address entered in the Email Address for Onboarding (Transitions) Process setting. If the system cannot any of these addresses, then the Onboarding (Transitions) process cannot be launched because the new Onboarding (Transitions) user cannot be created at all by the system.

Important Notes

Customers may want to set up a "dead-letter email address" to receive any stray email messages and ignore these communications. For example, [e-mail].