How to set up a candidate selection workflow

This is a short overview of steps to take and consider when creating a Candidate
Selection Workflow.
If you never did this before and go to the user guides, it might seem a bit
overwhelming, Thats why I thought it would be useful to have a resume with the
most important things to consider when you quickly want to set something up.

What you need to know before getting started:

A candidate selection workflow (CSW) provides the framework to move a candidate through the hiring process
in order to evaluate and find the best candidate for a job.
Candidate selection workflows are comprised of steps that represent the levels that candidates reach as they
progress through the hiring process. A step represents a major stage or event in a candidate selection workflow.
A status indicates the detail or state of where a candidate is within a step.
A candidate can change status during a step but the candidate can only have one status at a time in each step.
An action is an event performed on a candidate file during the hiring process.
A candidate selection workflow action is linked to a specific step of the candidate selection workflow by the
system administrator and it is performed by a user when a candidate reaches the step of the workflow. Candidate
selection workflow actions are provided by the system.
A qualifier is a reason linked to a status for rejecting a candidate or for explaining why a candidate declined a job
offer. Qualifiers are created by the system administrator and linked to the Has declined and Rejected statuses.

OK now that is clear lets go through the steps:

1. Create a good overview of Steps and Statuses necessary
2. Create Workflow and the Steps and statuses
3. Associate a Requisition Type to a Candidate Selection Workflow

Step 1: Create a good overview of Steps and Statuses

necessary
If you have a complicated workflow that you would like to set up, it really makes
sense to first make a overview of steps and statuses in for example excel before
going into the system and start creating steps statuses etc. This will really save you
a lot of time because it will allow you to organize things and see prevents you from
messy trial and error processes.

In the example below you can see for example that on the top row I defined the
steps with under them all the different statuses related to those steps that I would
like to define in the system.
I used different colour codes for the step progression levels (will explain later), and
the different symbols for status change buttons (also later).

Step 2: Create Workflow and the Steps and statuses

So once you have perfectly clear for yourself how steps and statuses should relate,
lets go into the system to Configuration Taleo Recruiting Administration
Candidate Selection Workflow:

On this screen we can the tabs to create/relate Workflows, Steps, Statuses, Actions,
Qualifiers (groups) And forms. If you dont know what they are, go back to the first
page for an explanation.
So what we want to do is to start with Statuses, (smallest pieces), and then create
steps and link the statuses to the steps, then create the CSW and link the steps to
the CSW.

Step 2a: Create a status

Go to the tab of status Click New upper right.
Type a name, code some comments and tick available:

Click Done, and thats it! Congratiolations you just created a step.

Step 2b: Create a step

Go to the tab of step Click New upper right.
Type a name, code, comments, short name, maybe some step info and tick
available.
For the reference model, just choose the value that makes most sence. This is used
for database administration and reporting purposes according to the user guide,
Just pick the one that makes most sense and click Done.
Now you created the step.
Step 2c: Link the statuses to the steps
In the step tab, click on the code of the step that you created. Here you can see all
the info related to step again that you just entered.
Now Click the Add button as shown below:

This will bring a pop-up with all the statuses defined in the system. Simply tick the
ones you want to add to this step and press add.
Now you linked the statuses to the steps!

Step 2d: update the status details

Click on one of the statuses within the step.
Here you can adjust the status details. Let me just explain just a few points here.

Initial step: The default status is used when a candidate reaches the step.
Step progression level: provides you extra options to the steps: e.g. in progression:
option move is not available to the user at this point.
Status change buttons:

Qualifiers and comments:

Remember: A qualifier is a reason linked to a status for rejecting a candidate or for explaining why a candidate
declined a job offer. Qualifiers are created by the system administrator and linked to the Has declined and Rejected
statuses.

So here you can link qualifiers to the status, and make it mandatory or optional for a
recruiter/hiring manager to pick one.

Same For Comments: when a candidate reaches this status, you can make it
mandatory or optional for a recruiter/hiring manager to leave a comment.
Automatic Progression: This functionality allows candidates to reach this status
automatically when certain conditions are met. For example, here we can create a
condition, that when assessment has a score of hire then 80%, the candidate moves
automatically to this status.
Step 2e: Create a Workflow
Go to the Workflows tab, click New
Enter Name Code Comments and a description and make it available.
Click done.

Step 2f: Link the steps to the Workflow

Go back to the Workflow that you just created.
Click halfway the page on the right-hand side add and add the steps to the
workflow just as you when adding statuses to the steps.
Step 2g: update the status details

Click on one of the statuses within the step.

Here you can adjust the status details. Let me just explain just a few points here.
Here you can set up Notifications again in case a candidate reaches this step. In
that case, a recruiter and/or hiring manager will get a notification by email.
Regarding the tick boxes, I would advice to only tick the allow candidates to enter
this step even if some activities from previous steps remain pending-box as it
provides you with more flexibility for demos.
Click done.

Now you have the Backbone of the CSW created!!

Step 3: Associate a Requisition Type to a Candidate

Selection Workflow
Click on your workflow in the workflow tab.
And then click the Display Context tab.

Here, we can further Associate Organizations, Locations, Job Fields to a Candidate

Selection Workflow
The candidate selection workflow is associated to an Organization-Location-Job Field (OLF) structure.
When users create a requisition, only the workflows matching the OLF structure of the requisition will be
displayed. When associating an OLF structure to a candidate selection workflow, the more specific the level
of the structure is, the more compatible the workflow will be with a requisition. Moreover, the system will
automatically select the workflow which provides the highest degree of compatibility with the requisition.

But more importantly: Associate a Requisition Type to a Candidate Selection

Workflow
When users create a requisition, workflows are displayed according to the requisition type (professional,
hourly, contingent, etc.) selected for the requisition (instead of all workflows of the company).

After adding the correct Requisition type to the workflow, this workflow is available
to use! (For that specific requisition type of course.

Thanks for your attention!