Sending Invitations to Interview or Other Assessments Taleo Version 15

Transcription

1 Sending Invitations to Interview or Other Assessments Taleo Version 15 Last revised: November 2017 Last reviewed: November 2017 Next review: November 2018

2 Table of Contents Before You Begin... 1 Sending an Invitation to One Person at a Time... 2 Sending Invitations to More Than One Person at a Time... 6

3 Before You Begin You will need to gather the following details: o Interview schedule (Dates, times, and locations for each candidate) o Will the candidates be asked to arrive early to review the Behavioural Descriptive Interview questions prior to the interview? o Is there an exercise or other assessment for the candidate to do following the interview? o Does the candidate need to prepare anything in advance, such as a presentation? Public Service Commission Talent Branch 11/28/2017 Page 1

4 Sending an Invitation to One Person at a Time While viewing the candidate s application, in the More Actions drop-down box, select Change Step/Status. (If the candidate is already in the Step/Status of Assessment/To Be Assessed, then select Send Correspondence instead, and skip to page 3 of this guide.) Make note of the candidate s current Step/Status. Under New Step, select Assessment; and under New Status, select To Be Assessed. Check Send Correspondence. Click Save and Continue Public Service Commission Talent Branch 11/28/2017 Page 2

5 Start typing the word invitation and wait a moment to allow auto-suggest to provide a pick-list. Ensure you select the correct one, based on the type of assessment. Click Next. Review the paragraphs available, selecting those which are applicable. Click Next. Fill in all of the prompts. The invitation will insert what you type, exactly as you type it; so ensure you use correct formatting, spelling, and grammar. Ensure all prompts are completed, then click Next. Public Service Commission Talent Branch 11/28/2017 Page 3

6 In this screen, fields which populate from the candidate s application or from the competition will NOT be auto-filled. Click Preview and Edit. Make note of any errors listed on the right. These indicate fields which have been left blank, and must be filled in on the next screen. Click the candidate s name to view the correspondence and correct the errors. Public Service Commission Talent Branch 11/28/2017 Page 4

7 Scroll through the correspondence to ensure the content is accurate, and to correct the errors. Errors will be highlighted in yellow. If you wish to change the From address, replace the content in that field with the desired address. If you are making changes to the To, CC or BCC lines, use a semi-colon between addresses. Ensure the line does not end in a semi-colon. If you need to attach a file to the invitation, click the Browse button. Navigate through your computer s folders to locate the file you need to attach (you may need to click the by Look in: to navigate to the right directory.) Then click Open. You will then be taken back to the correspondence. The file will not yet be attached, though. Click the Attach button to attach it. When the correspondence is ready to send, click Save. NOTE: The Save button does not save the correspondence as draft so that you can come back later to finish it. It simply saves the edits you just did. You must complete the entire correspondence in one sitting or you will lose all information you have input. You will be taken back to the previous screen. If you want to double-check the correspondence, click the candidate s name. Once the correspondence is ready to send to the candidate, click Send. Public Service Commission Talent Branch 11/28/2017 Page 5

8 Sending Invitations to More Than One Person at a Time In the Candidate List, make note of the Step and Status of each candidate to whom you wish to send the invitation. In order to send the invitation to more than one candidate at a time, all recipients must be in the same Step/Status. Place a check-mark to the left of each individual who you want to invite, then select Change Step/Status from the More Actions drop-down. (If the candidates are already in the Step/Status of Assessment/To Be Assessed, then select Send Correspondence instead, and skip to page 3 of this guide.) Make note of the candidate s current Step/Status. Under New Step, select Assessment; and under New Status, select To Be Assessed. Check Send Correspondence. Click Save and Continue Public Service Commission Talent Branch 11/28/2017 Page 6

9 Start typing the word invitation and wait a moment to allow auto-suggest to provide a pick-list. Click Next. Review the paragraphs available, selecting those which are applicable. Click Next. VERY IMPORTANT: This process will create identical invitations for every candidate in the next screens, you will need to edit each invitation individually to change the date/time accordingly. Failure to do so will have all candidates invited for exactly the same date/time as each other. Leave Date and Time blank, but fill in all of the other prompts. The invitation will insert what you type, exactly as you type it; so ensure you use correct formatting, spelling, and grammar. Ensure all prompts are completed, then click Next. Public Service Commission Talent Branch 11/28/2017 Page 7

10 Click Preview and Edit. Click the name of the first candidate. Public Service Commission Talent Branch 11/28/2017 Page 8

11 Correct the errors in yellow. Enter the date and time for this candidate s interview. Scroll through the correspondence to ensure all content is correct. Click the in the top right corner to move to the next candidate s correspondence, and update/correct their invitation accordingly. Use the and in the top right corner to review and verify each correspondence, paying particular attention to the date/times for each candidate. Once you have confirmed that all invitations are accurate, click Save. NOTE: The Save button does not save the correspondence as draft so that you can come back later to finish it. It simply saves the edits you just did. You must complete the entire correspondence in one sitting or you will lose all information you have input. You will be taken back to the previous screen. If you want to double-check the correspondences, click a candidate s name. Once you are confident that all of the correspondences are ready to send to the candidates, click Send. Public Service Commission Talent Branch 11/28/2017 Page 9