System Documents
Users who have the necessary user type and permissions can view, print and save locally PDF documents associated with a candidate or employee and listed in the System Documents section of a Process page.
The Onboarding (Transitions) administrator can configure PDF documents such that they contain personalized information about the current candidate or employee. In such cases, the data is dynamic: the documents display the latest data from fields in the Onboarding (Transitions) system. Each time the PDFs are accessed, information in these fields is updated and displayed in the document.
When a PDF task is assigned in an Onboarding (Transitions) process and any participant accesses the task, the PDFs (there can be one or more) become available automatically in the System Documents section of the Process page. In addition, Onboarding (Transitions) Center users can add PDF files from the Onboarding (Transitions) library on the process details page.
Attached PDF files can be saved locally individually or in a batch. You can print files individually and your organization might allow batch printing of files. These print and batch-print actions are recorded in the History section of the process.
System documents can be exported from Onboarding (Transitions) using Taleo Connect Client. For instance, an organization might want to export all of the completed non-disclosure agreement forms for all new employees in a department as soon as each onboarding process reaches the end of the first week. A consulting engagement would be required to create an automated nightly export of this personalized PDF from every employee's process, which could then be stored in a document management system or HRMS. Contact an Oracle Taleo consultant or your organization's client executive for more information.
| System Documents | |
|---|---|
| Column | Description |
| Name | Name of the PDF document. |
| Code | Unique identifier set by the Onboarding (Transitions) system administrator. |
| Size | Size of the document in kilobytes (KB). |
| Delete | Removes the PDF from the process's System Documents list. |
E-Offer Letter PDF Attachments with the Advanced E-Offer Process
The Onboarding (Transitions) administrator can include in processes a task that starts automatically (and is transparent to both candidates and Onboarding (Transitions) Center users) after candidates accept or refuse an offer originating from an advanced E-Offer process. The task creates a PDF that includes the offer letter and a cover page. The offer letter portion of the PDF includes the candidate's full name, his/her decision, and the date and time the decision was submitted. The cover page can contain text, images, variables and branding. Provided they have the required permissions, Onboarding (Transitions) Center users can view and print the most recent advanced E-Offer letter and cover page PDF including the candidate's or employee's decision by accessing the System Documents section of the candidate's Onboarding (Transitions) process.