Data Sharing Between Recruiting and Onboarding (Transitions)
Most fields are shared by Recruiting and Onboarding (Transitions).
Candidate-related fields, whether standard or user-defined, are shared by Recruiting and Onboarding (Transitions). A change to candidate information on the Recruiting side or on the Onboarding (Transitions) side is immediately and automatically reflected in the other product. This includes cases where:
Candidates update candidate-related fields in their job submissions in career sections.
Candidates update candidate-related fields while performing tasks on the career section Tasks tab.
Recruiting Center users make changes to candidate or job submission fields.
Onboarding (Transitions) Center users such as hiring managers update candidate-related fields while executing form tasks.
Taleo Connect updates candidate-related fields.
A second group consists of standard and user-defined fields of type Offer, Requisition and Department. If these fields are edited by candidates (e.g. during a job submission), by Recruiting users or via Taleo Connect, the new value is displayed immediately in Recruiting, on the candidate's Tasks tab in career sections, and in Onboarding (Transitions). Fields in this group cannot be edited in Onboarding (Transitions) however.
A third group of fields is specific to Onboarding (Transitions), therefore, not shared with Recruiting. If the fields are part of task, they can be updated by candidates on the Tasks tab. They can be updated by Onboarding (Transitions) Center users or via Taleo Connect. They are not displayed and cannot be updated through job submissions or through the Recruiting Center. Fields specific to Onboarding (Transitions) are:
Information about Onboarding (Transitions) processes and tasks, their statuses and completions.
Onboarding (Transitions) process standard fields. They can be displayed and updated on any assigned onboarding form for any Onboarding (Transitions) assignee but they cannot be used in Recruiting, either by candidates or by Recruiting Center users.
Onboarding (Transitions) process user-defined fields, which are created in Onboarding (Transitions) Administration. These fields have no values when a process is first started. They can be displayed and updated on any assigned onboarding form for any Onboarding (Transitions) assignee but they cannot be used in Recruiting, neither by candidates nor by Recruiting Center users.
Personal information standard and user-defined fields.
Submission, Offer, Requisition and Department fields, which are displayed in Recruiting and Onboarding (Transitions) but are editable in Recuiting only.
External service result fields created from Oracle Validated Integration (OVI) partners in Onboarding (Transitions).
Fields captured for E-Signatures on onboarding forms.
Direct deposit information.
Address fields that have a "table" format and multiple rows, for previous or secondary addresses (AddressBookHistory is an example).
I-9 fields for storing locally-captured I-9 information (not via an external service provider) such as citizenship, names and dates for documents from lists.
Editable vs Read-only Fields
All of the following Recruiting standard fields and user-defined fields are available in Onboarding (Transitions) automatically. The Onboarding (Transitions) administrator can add them to forms, message templates, documents and content pages. Recruiting fields are available under Configuration > [Recruiting] Administration > Fields.
Candidate standard fields and user-defined fields: These fields are created in Recruiting Administration. They can be displayed and updated in the Recruiting Center and the Onboarding (Transitions) Center. They can also be updated by candidates/new hires in the Career Section. The value of a candidate UDF is specific to the candidate and is consistent for every job for which the candidate submits an application. For example, U.S state driving license would be a good choice for a candidate UDF, a value that is specific to the candidate and independent of job submissions and processes. The Onboarding (Transitions) administrator can add candidate standard fields and UDFs to forms and configure the fields so they can be updated in the Onboarding (Transitions) Center as well as by candidates/new hires in the Career Section.
Submission standard fields and user-defined fields: These fields are created in Recruiting Administration. They can be displayed and updated in the Onboarding (Transitions) Center but not in the Recruiting Center. The value of this type of UDF is specific to each of the candidate's job submissions. For example, equipment preferences would be a good choice for a job submission UDF because candidates/managers can provide a different value depending on the requisition.
Offer standard fields and user-defined fields: These fields can only be read-only when displayed on onboarding forms because there are proper ways to update these fields within the Recruiting product. It would not be desirable to make changes to an onboarding form that bypassed any Recruiting approval procedures that have been put in place for these types of information.
Requisition standard fields and user-defined fields: These fields can only be read-only when displayed on onboarding forms because there are proper ways to update these fields within the Recruiting product. It would not be desirable to make changes to an onboarding form that bypassed any Recruiting approval procedures that have been put in place for these types of information.
Department standard fields and user-defined fields: These fields can only be read-only when displayed on onboarding forms because there are proper ways to update these fields within the Recruiting product. It would not be desirable to make changes to an onboarding form that bypassed any Recruiting approval procedures that have been put in place for these types of information.
Recruiting standard and user-defined fields often have properties (such as Availability, Content Required and Security Level) and Organization, Job Field and Location (OLF) criteria that can be configured. Be aware that the effect of a field's properties and OLF does not extend to Onboarding (Transitions). Suppose, for example, you created a user-defined field in Recruiting Administration. The field would be available automatically to the Onboarding (Transitions) administrator. If you later selected or deselected the property that makes the field available in Recruiting, these actions have no effect on the field's availability in Onboarding (Transitions). The Onboarding (Transitions) administrator would still be able to add the field to forms and the field would be displayed to the assignees of the forms. To summarize, a standard or user-defined field in Recruiting Administration is available and can be used in Onboarding (Transitions) independent of the field's property and OLF configuration.
Onboarding (Transitions) user-defined fields are created under Configuration > [Onboarding (Transitions)] Administration > User-defined Fields.