External Services and Multiple Participants
Partners who provide services that require the participation of multiple participants in different roles, at the right time, can have those services integrated with Onboarding (Transitions) via Oracle Validated Integration (OVI).
Limitations
The Partner determines how many participants need to be involved and how many different phases must be completed before the overall Onboarding (Transitions) task is considered completed (has Completed status) thereby enabling the Transactions process to advance. The Oracle Taleo Certification Lab helps the Partner to become certified to support the required invitations and updates. The external service must be configured in the Onboarding (Transitions) zone to align appropriate messages with the people involved in the task. Afterward, the service can then be assigned to tasks in Onboarding (Transitions) processes.
If an external service request task is configured to send notifications regarding the candidate or employee, the email messages are sent to various participants when the task starts. If one the recipients is the candidate or employee, the person receives the message and the message is also displayed as a task on the Tasks tab in the career section. External service partners can provide updates for all participants in the task while the task activities are being carried out. When the partner determines that the task is complete and sends the results to Oracle Taleo, the task becomes complete and the Onboarding (Transitions) process continues.
If the partner needs the participation of Onboarding (Transitions) Center users in an activity at its site as part of an Onboarding (Transitions) task, the participants receive an email and a task is added to the Tasks section inviting the participants to visit the partner's Web site. The email can contain a link to the site and the recipient can be authenticated using Oracle Taleo credentials provided the process and the partner support this. Once authentication is successful, the participant can complete forms and view the partner's dashboard or other pertinent information. The task's status is In Progress as long as the OVI task (external service task) is ongoing. In other words, the overall Onboarding (Transitions) task is considered completed (has Completed status) when all elements of the OVI task are completed.
If the partner needs the participation of the candidate or employee in an activity as part of an Onboarding (Transitions) task, the person receives an email that includes a link to the Tasks tab in career sections. The tab contains a task that displays the same information found in the email. The invitation email and the Tasks tab task can contain a link to the external service Web site. The candidate or employee can be authenticated at the Web site using Oracle Taleo credentials provided the process and the partner support this. Once authentication is successful, the person can complete forms or perform other required activities. The overall Onboarding (Transitions) task is considered completed (has Completed status) when all elements of the task are completed.
When configuring a process, the Onboarding (Transitions) administrators can assign each of the notifications and invitations for an external service task to only one participant. For this reason, they should not assign this type of task to a role that has more than one participant.
Invitations from external service requests cannot be reassigned to other participants. The only way to change assignees is by canceling and restarting the Onboarding (Transitions) process.
Interim notifications can only be sent by Partners.