Taleo (TEE): Fields, Forms and Files – Unraveling the Mystery

Written by Nigel Wiltshire

As a recruiter (or, in some cases, a hiring manager), you will be responsible for managing requisition and candidate files. This involves creating and maintaining those files.

This ongoing task is not extremely difficult; however, it's important to consider system administrators who have to create the files that ensure you're presented with the correct fields to complete and/or maintain. These files could be different, depending on the type of user you are or the type of requisition you're creating.

This document aims to unravel and explain which components are needed, as well as how it all links together to ensure recruiters and hiring managers can effectively do their jobs.

The Components

There are six elements that need to come together:

Fields – the actual fields used to hold the information about the requisition or candidate. Forms – groups of related fields that help identify the type of data being maintained (Personal Info, Contact Info, Profile Details, etc.). Files – these are the pages presented to the end user to help maintain relevant records; these pages are typically broken down into several sections fed by the Forms. Information Blocks – a series of placeholders grouped together on the file that represent sub sections on the page. These indicate which form is being used in that sub section, as well as other properties relevant to the type of information being maintained. File Setup – settings that allow you to set various scenarios that determine when specific files are used. Configuration Profiles – hold the settings that specify which file setup is to be used by the users associated with the profile in order to present the correct files to the right users. These are attached to the users via their user account information. Generally speaking, understanding how these components link together is quite simple.

Decisions, Decisions, Decisions!

There are several ways to utilize this framework, depending on several factors:

Your Users Do multiple user types (e.g. recruiter, hiring manager, HRBP) get involved with the creation and maintenance of requisitions and/or candidates? Do they all need to access the same information? Your Recruiting Process How complex does the process need to be? Can you get away with just one file for everyone, and for every situation?

Possible Scenarios

As well as considering the questions above regarding users and processes, there are several scenarios to consider – here are just three of the most common:

Scenario 1: This is the most simple, where every user receives the same files to create and maintain the requisitions and/or candidate records:



Scenario 2: Different users need to receive different files to create and maintain the requisitions and/or candidate records:



Scenario 3: Using different files for different types of record (e.g. professional vs executive requisitions). This can apply to both of the previous scenarios:

In Conclusion

You should now be fully armed with the important information you need to make the right decisions and create/present the right files to the right users, for the purpose of requisition and/or candidate maintenance.

What’s Next

If you'd like to learn more about this and other similar features, I suggest you attend the Taleo (TEE): Essentials of Recruiting Configuration training.

Explore Oracle University's Taleo curriculum >

About the Author

Nigel Wiltshire has over 19 years of experience in software and training, with a specialization in the Taleo product suites. He has been involved in training all levels of staff in most industries, from government bodies to large corporations and charitable organizations. Along with the goal of thoroughly explaining the systems he is training on, Nigel also strives to bring a little bit of fun into the training environment by sprinkling in humor and commonly relateable stories from his experiences as a trainer.