Marking Candidates as Ready to be Exported
Tasks can be created and configured whereby when candidates or employees reach the task in a process, their job submission information at that time is tagged as ready to be exported to an external system.
When candidates or employees reach this task in a process, the task's status changes to Completed and the system marks the candidates or employees as ready to be exported. Afterward, external systems can send export requests to the export service to pull all or a subset of candidates or employees marked as ready to be exported. If a query is run repeatedly, only the people who were marked as ready since the query was last run will be exported. The external systems must query the same export service specified for exportable statuses in the Recruiting Center.
The information that can be exported is job submission information (candidates or employees applied for jobs or were matched to jobs) and information from entities related to job submissions (e.g. First Name, Requisition Title). Though Onboarding (Transitions) processes can be started based on general profiles, information originating from general profiles is not marked as ready for export and consequently cannot be exported using this method.
"Mark as ready to be exported" tasks can be used across any number of running Onboarding (Transitions) processes. All candidates or employees who complete the task within any process are added to the list of people ready to be exported (pulled by the external system).
One example. As a large and disparate number of candidates advance through the same Onboarding (Transitions) process, a subset of the candidates need to provide information before being ready for export to Fusion while another subset needs to provide information from a larger number or different set of data fields for another external system. To achieve this, the process could be configured to present a different form to each subset of people to gather the information. After a form was completed, the person would be ready to be exported. For this reason, a different "Mark as ready to be exported" task would be needed for each branch of the process, all referring to the same external system thereby ensuring that each person gets placed immediately onto the export list as soon as he/she is ready.
A second example. As a large and disparate number of candidates advance through one or more than one Onboarding (Transitions) process running in a zone, multiple external systems might want to pull information about candidates. An HRMS might need data about every newly hired candidate while a different ticketing system might need data about a subset of new hires who are joining a department or location. In this situation, two different "Mark as ready to be exported" tasks would be needed to add the right people to each of the two lists thereby enabling each external system to pull the information when ready.
There is no limit on the number of ready to be exported points (tasks) in a process at which information can be pulled.
The status of the process must be In Process or Completed. In the case of a process that is canceled, delayed or suspended, for example, the corresponding job submission information will be unavailable for export.
A maximum of 8,000 job submissions can be exported through the Onboarding (Transitions) export service. This is to ensure that an export does not adversely affect system performance. A query result in excess of this number will generate an error. It is recommended, therefore, that organizations export job submission information frequently.
Because the Recruiting Center can also include candidates and employees tagged as ready to be exported, there might be cases where individuals are tagged in both systems. In such cases, the candidates and employees will only be exported once.
Note that the external systems are responsible for pulling the information from the Oracle Taleo Enterprise Edition system; Onboarding (Transitions) does not export the information.
Some fields in the Recruiting data dictionary do not exist in Onboarding (Transitions). If a query run by an external system uses any of those fields to exclude certain candidates or employees from the export, those fields will have no effect as filters. Consequently, the export might include candidates or employees that the filters were designed to exclude.
After a "Mark as ready to be exported" task is completed, an entry is recorded in the Onboarding (Transitions) Center, Onboarding (Transitions) process, History section. It includes the name of the candidate, the ID of the external system to which the job submission information is ready to be exported, the requisition title and the ID of the job submission.
The method for exporting job submission information described here is one method; there are others. For more information, see the Fusion-Taleo Integration Configuration Guide for the version of Oracle Taleo Enterprise Edition you are using.
Configuration
To configure a task whose purpose is to tag a point in a process when data is ready to be pulled by an external system, the Onboarding (Transitions) administrator selects the "Mark as ready to be exported" action and specifies the agreed upon ID of the external system in the External system ID field.
When the task is added to a process later, the Onboarding (Transitions) administrator must select an assignee for the task. The administrator can assign anyone because Onboarding (Transitions) performs the action automatically and the task is displayed only a few moments in the assignee's Tasks list.
| Task Definitions | Location |
|---|---|
| Mark as ready to be exported | |
| External system ID |