1. Implementing Recruiting
  2. Recruiting Setup and Maintenance Tasks

Recruiting Setup and Maintenance Tasks

Complete these setup tasks to align the configuration with your Hiring business process. You must have the Recruiting Administrator role (ORA_PER_RECRUITING_ADMINISTRATOR_JOB) to access the Recruiting and Candidate Experience functional areas.

Functional areas specific to Recruiting and Candidate Experience are:

  • Recruiting and Candidate Experience Management

  • Job Requisitions

  • Candidate Experience

  • Candidate Job Applications

  • Job Offers

  • Source Candidates

Each functional area contains a list of tasks that you can configure to align the configuration with your Hiring business process. To view all tasks associated to a functional area, select All Tasks in the Show menu.

Recruiting and Candidate Experience Management

Task Name

Description

Recommended Help

Enterprise Recruiting and Candidate Experience Information

 Task to enable and configure features in different areas.

Recruiting Management

  • Requisition Number Generation Method: Job requisition numbers can be generated manually or automatically. When you select the manual method, the user can use any format for the requisition number, you can't enforce a given prefix, suffix, or pattern. When you select the automatic method, the job requisition numbers start according to the value entered in the Requisition Number Starting Value field.
  • Requisition Number Starting Value: A value is required only if you select the automatic job requisition number generation method.
  • Maximum Number of Unverified Job Applications: Number of job applications that can be made by a candidate before the candidate verifies its identity.
  • Recruiting Organization Tree Name and Tree Version: Select a recruiting organization tree name from the list of values. You can select an existing active tree or define a new tree for Recruiting. Organization trees are defined using the Manage Organization Trees task.
  • Allow Withdrawn Candidate to Reapply: You can allow external and internal candidates to reapply to job requisitions when they've a withdrawn job application on a requisition.
  • Contingent Worker is External Candidate: When you enable this setting, contingent workers are processed as external candidates.
  • Prefill Legislative Information in Candidate Applications: You can enable a setting so that legislative information is automatically saved while creating applications on behalf of a candidate and is prefilled for returning external candidates applying for a job.
  • Prefill Prescreening Questions in External Candidate Applications: When you enable this setting, if a returning external candidate applies for a new job, responses to prescreening questions are prefilled if the candidate answered the questions in previous job applications.
  • Configure Recruiting Activity Center: This is where you can configure the activity items displayed in the Recruiting Activity Center.

Search

  • Candidate Search Archiving: You can enable candidate search archiving to track candidate searches ran by recruiters. Search result archiving supports requirements from the Office of Federal Contract Compliance Programs (OFCCP).

AI Feature Integration

  • You can select which AI Apps features to enable and configure them. You can also define which countries are excluded from suggestions when using the Suggested Candidates and Similar Candidates features.

Data Purging

  • You can configure data retention duration fro recruiting campaign email metrics.

Candidate Experience

  • Keep Me Signed in For External Candidates: You can allow external candidates to be signed in instantly when they go to a career site to schedule interviews, provide more information, view offers, or apply to another job.
  • Candidate Autoconfirmation: When you enable this setting, candidates don't need to confirm their email address when they apply for a job. Their email address is automatically confirmed.
  • Candidate Last Name Verification and Phone Number: You can allow external candidates to reuse the phone number that was used by another candidate in the past. Candidates can claim a phone number as genuinely being their own.
  • Email Authentication and Reuse: You can allow returning candidates to claim email addresses as being genuinely their own by verifying either their date of birth or last name.
  • Career Site Search in Requisition Description: You can turn off keyword search in job description fields.
  • Autocorrect in Keyword Search: If a candidate misspells a keyword, the search suggestions drop-down list shows items containing corrected, or closest matched spellings based on your organization's job title and description data.

Corporate Branding

  • Vanity URL: You use a vanity URL to allow external candidates to access career sites. A vanity URL is a descriptive, pronounceable, truncated URL that redirects users to a longer URL.
  • Vanity Email: You can use a vanity email to send email communications to external candidates. A vanity email is used to brand the "from email" to make it friendlier and easy to read.

Job Tags

  • Be the First to Apply - Maximum Number of Applications
  • Trending - Minimum Number of Applications

Talent Community

  • When you enable Talent Community, external candidates can join a talent community to show their interests in your organization. They can create their profile, indicate their preferred location and job family, import their profile from a third party such as LinkedIn and Indeed, or upload a resume. You can also set up the job alert frequency for both internal and external candidates.

Microsoft Graph Integration

  • You can enable the Microsoft Office 365 Calendar integration and the Teams integration for candidate interviews.

Zoom Integration

  • You can enable the Zoom integration for candidate interviews.

Offer

  • Download Offer Letter with Resolved Tokens: If you enable this setting, recruiting users will only see the actual values that belong in that offer letter and they will see only the actual sections that are relevant to that specific candidate.
  • When candidate accepts an offer, automatically withdraw all other active job applications: You can keep active job applications of a candidate after the candidate is moved to the HR phase.
  • End Dating Offer Assignments: You can prevent old completed job offers from being redrafted and from participating in other processes across the suite.
  • Requisition Collaborators Added to Offers: You can configure which collaborator types must be defaulted into the offer team for job offers in addition to the hiring manager and recruiter.

Move to HR

  • Duplicate Check in Move to HR: You can configure settings to perform a duplicate check for external candidates in their move to HR.
  • Include as Potential Duplicates

Agency Hiring

  • Hide Candidate Data: With this setting, you can control how much candidate data recruiting agents can see. When you enable the setting, agents will only view data in the candidate profile Attachments tab. If you don't enable the setting, agents will view data in the candidate profile Details tab and Attachments tab.
  • Allow Internal Candidate Search: When you enable this setting, recruiting agencies can search internal candidates using their email address.
  • Enable Agent Actions: You can enable a setting to give agents the ability to take actions on behalf of candidates to manage the application process.

Campaigns

  • You can configure email marketing campaigns such as email batch limit, email maximum retry count, and other email-related settings.

Print to PDF

  • You can configure the job application print feature to allow recruiting users to create a PDF version of job applications.

Recruiting and Candidate Experience Lookups

Task to review and maintain lookup values for Recruiting and Candidate Experiences, such as data validity range, color scheme, and meeting status. The Human Capital Management Application Administrator role (ORA_HRC_HUMAN_CAPITAL_MANAGEMENT_APPLICATION_ADMINISTRATOR_JOB) is also required to view this task.

Recruiting and Candidate Experience Value Sets

Task to manage value sets to validate the content of a flexfield segment. The Human Capital Management Application Administrator role (ORA_HRC_HUMAN_CAPITAL_MANAGEMENT_APPLICATION_ADMINISTRATOR_JOB) is also required to view this task.

Recruiting and Candidate Experience Profile Option Values

Task to define profile option settings and values to control behavior for Recruiting and Candidate Experience, such as indicating the folder in which to find review population reports. The Human Capital Management Application Administrator role (ORA_HRC_HUMAN_CAPITAL_MANAGEMENT_APPLICATION_ADMINISTRATOR_JOB) is also required to view this task.
Manage Attachment Entities Task to edit and create attachment entities. An attachment entity is usually a database entity, for example a table or view, that represents a business object with which attachments can be associated. The Human Capital Management Application Administrator role (ORA_HRC_HUMAN_CAPITAL_MANAGEMENT_APPLICATION_ADMINISTRATOR_JOB) is also required to view this task.

Manage Attachment Categories

Task to edit and create attachment categories. An attachment category is used to classify and secure an attachment. The Human Capital Management Application Administrator role (ORA_HRC_HUMAN_CAPITAL_MANAGEMENT_APPLICATION_ADMINISTRATOR_JOB) is also required to view this task.

Configure Recruiting Interaction Categories

Task to configure interaction categories. Interactions are used by recruiters and hiring managers when they create notes about interactions they had with a candidate. Default interaction types are:

  • Called

  • LinkedIn InMail (used with the LinkedIn Recruiter System Connect integration)

  • LinkedIn Notes (used with the LinkedIn Recruiter System Connect integration)

  • Met in Person

  • Sent Email

  • Sent SMS

  • Sent Text Message

Warning: Don't use these lookup codes:
  • ORA_LIRSC_NOTES
  • ORA_LIRSC_INMAIL
  • ORA_EMAIL
  • ORA_SMS
Warning: Don't disable the default interaction types and change their label. This could lead to unexpected behavior.

Also, for default values, if you remove the start date and end date of a look up code, it will still appear in the list of values. If your organization doesn't want the look up codes to be visible, follow one of these steps:

  • Clear the Enabled option. Or,
  • End date the row by providing an end date to indicate the date until when the look up code will be valid and visible in the interface.

Recruiting Content Library

Task to manage various text-based content used in various areas of Oracle Recruiting such as such as notifications for candidate job applications, candidate pool members, candidate profiles, prospects, disclaimers, e-signature statement, job offer letter template.

Recruiting Content Library

Geography Hierarchies

Task to define the universe of geographies used for recruiting purposes. A geography hierarchy is composed of a list of countries to which geographies are added, following the geography hierarchy structure defined for each country.

Using Geography Hierarchies and Geography Hierarchy Structure

Geography Hierarchy Structure

Task to define the structure of geography levels from which a geography hierarchy can be built. A geography hierarchy structure can have a maximum of three levels. The first level represents the country.

Using Geography Hierarchies and Geography Hierarchy Structure

Recruiting Category Provisioning and Configuration

Task to configure partner services such as background checks, job distributions, profile imports.

 Set Up Partner Integration Provisioning

Recruiting Category Enablement

Task to enable partner services such as background checks, job distributions, profile imports.

 Display Third Party Links in Candidate Self-Service Pages

Set Up Background Check Package Selection Within Recruiting

Candidate Dimension Source Names

Task to track sources where candidates originated.

Add a Candidate Source

Edit Default Candidate Sources

Recruiting Messaging Configuration

Task to enable SMS communications with candidates.

Enable SMS for Candidate Communications

Manage HTML Email Templates

Task to create HTML templates for candidate notifications.

Create an HTML Email Template

Candidate Security Profiles

Task to create candidate security profiles.

Recruiting Roles
Manage Recruiting Labels Task to create labels that recruiters and hiring managers can use to tag candidates. Create Labels to Tag Candidates
Manage Recruiting Media
Recruiting Feature Configuration Report You can set up the Recruiting features configuration report to review the features that are enabled, their associated settings, the profile options to enable the features and the value of these profile options, and metrics on the required processes scheduled in the customer's environment. Set Up the Recruiting Features Configuration Report

Job Requisitions

Task

Description

Recommended Help

Job Requisition Templates

Task to configure job requisition templates. Job requisition templates contain specific requirements for a job and are used by recruiters and hiring managers when they create job requisitions.

Job Requisition Template

Job Requisition Descriptive Flexfields

Task to define validation and display properties of descriptive flexfields for job requisitions. Descriptive flexfields are used to add attributes to entities. The Human Capital Management Application Administrator role (ORA_HRC_HUMAN_CAPITAL_MANAGEMENT_APPLICATION_ADMINISTRATOR_JOB) is also required to view this task.

Warning: Avoid using the apostrophe character in the segment name and segment code of descriptive flexfields (DFF) used in job requisitions. This will cause issues.

Interview Schedule Templates

Task to create interview schedule templates to help recruiters and hiring managers save time when they create interview schedules for job requisitions.

Create a Candidate Interview Schedule Template

Candidate Experience

Task

Description

Recommended Help

Career Sites Configuration

Task to configure the look and feel of external career sites such as the header, footer, logo, background image, branding text, font, and colors.

 Create a Career Site

Job Application Flow Configuration

Task to create job application flows for career sites. A job application flow is a sequence of pages that a candidate completes when applying for a job on a career site.

 Create an Application Flow

Double Opt In Management

Task to enable double opt in so that external candidates can opt in to receive job alerts and recruiting marketing communications when they apply for a job, when they sign in into a talent community, or from their candidate self service page. When candidates opt in, they receive a message confirming their selection.

 Enable Double Opt In

Configure Candidate Experience CAPTCHA Provider

Task to configure aCAPTCHA provider to create a more secure career site experience.

 Enable Job Search on a Map

Candidate Job Applications

Task

Description

Recommended Help

Candidate Selection Process Configuration

Task to define the framework to move candidates through the hiring process to evaluate and find the best candidates for a job.

 Create a Candidate Selection Process

Questionnaire Lookups

Task to manage lookups such as questionnaire status, question type, question order, section order. The Human Capital Management Application Administrator role (ORA_HRC_HUMAN_CAPITAL_MANAGEMENT_APPLICATION_ADMINISTRATOR_JOB) is also required to view this task.

Question Library

Task to create and manage questions.

Create a Disqualification Question

Create a Prescreening Question

Questionnaire Templates

Task to create and manage questionnaire templates.

Questionnaires

Task to create and manage questionnaires.

 Prescreening Questionnaire

Candidate Selection Process Reasons

Task to define reasons that are used to identify why a job application was rejected or withdrawn.

 Define Reasons to Reject and Withdraw Job Applications
Job Application Computed Fields Configuration You can use fast formulas to calculate computed fields based on the data collected on job applications. Computed fields are displayed in job application grid views and on the Extra Info tab within the job applications. Use Fast Formulas to Calculate Job Application Computed Fields

Job Offers

Task

Description

Recommended Help

Job Offers Descriptive Flexfields

Task to manage descriptive flexfields used in job offers. Note that offers can also include another set of descriptive flexfields which are managed as part of their Assignment section. See Implementing Global Human Resources guide on how to configure these fields.

Warning: Avoid using the apostrophe character in the segment name and segment code of descriptive flexfields (DFF) used in job offers. This will cause issues.
 Configure Job Offer Assignment Flexfields

Source Candidates

Task

Description

Recommended Help

Candidate Pool Management Process Configuration

Task to create a candidate pool process.

 Set Up a Candidate Pool

Recruiting Agencies

Task to create an agency as an approved third-party entity and associate one or more agents to it so that recruiters can invite agents to submit candidates to agency-enabled requisitions.

 Create a Recruiting Agency and Add Agents

Referral Descriptive Flexfields

You can create flexfields to allow recruiters, agency users, and employees to enter additional information while referring a candidate to a job.

 Collect Candidate Referral Information Using Flexfields

Security Reference

The tasks that people can do and the data that they can see depend on their roles, duties, and privileges. For information about these factors, see these two guides: