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360781_HCM – Oracle Recruiting Notification and Fast Formulas

The document provides an overview of Oracle Recruiting Cloud's functionalities, focusing on recruiting notifications and fast formulas. It details the types of notifications available, how to manage them through the Recruiting Content Library and Alert Composer, and the requirements for creating and updating content items. Additionally, it introduces the concept of Fast Formulas for automating processes within the recruiting framework.

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0% found this document useful (0 votes)
7 views

360781_HCM – Oracle Recruiting Notification and Fast Formulas

The document provides an overview of Oracle Recruiting Cloud's functionalities, focusing on recruiting notifications and fast formulas. It details the types of notifications available, how to manage them through the Recruiting Content Library and Alert Composer, and the requirements for creating and updating content items. Additionally, it introduces the concept of Fast Formulas for automating processes within the recruiting framework.

Uploaded by

alihassanoracle
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Recruiting Notifications and Fast Formulas

Oracle Recruiting Cloud

Sunder Velagala
Ramya Pabba
Sunder Velagala
Principal Software Engineer

Email: [email protected]
Phone: +914066051336

• 11+ years of work experience in various Technologies as Sys admin,


Oracle DBA, Oracle Apps DBA.
• Currently working as Principal Support Engineer for OLC & ORC from past
5+ years

2 Copyright © 2023, Oracle and/or its affiliates | Confidential: Internal/Restricted/Highly Restricted


Ramya Pabba
Principal Technical Analyst

Email: [email protected]
Phone: +914066051775

• Over all 15 years of work experience in Oracle Applications


Implementation and support.
• Having more than 5 years of experience in Learning and Recruiting
Cloud Support.

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3
Safe Harbor Statement

The following is intended to outline our general product direction. It is intended for information purposes only, and
may not be incorporated into any contract. It is not a commitment to deliver any material, code, or functionality, and
should not be relied upon in making purchasing decisions. The development, release, and timing of any features or
functionality described for Oracle’s products remains at the sole discretion of Oracle.

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4
Restricted
Agenda

• Overview

• Recruiting Content Library

• Types/Configuration of Notifications

• Notifications in Alert Composer

• Recruiting Fast Formulas for Requisitions/CSP

• Demo

• Q&A

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Restricted
Overview
A notification is a message automatically sent by the system to notify Hiring Team and Candidates (Internal/External)

The administrator can choose whether to send or not send an e-mail for a given triggering event. For example,
notifications can be sent for:

•Approval process
•Candidate selection (when a candidate applies, starts or completes an interview step, when an offer is made, etc.)
• Notifications for Unposted Job Requisitions

When the system administrator chooses to send a notification, the system chooses the message template with the
corresponding triggering event.

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Recruiting Content Library

Recruiting Content Library is a one stop solution to maintain all notifications for ORC, Offer Letter Templates
,Employer Description, Opt-in Statement ,Terms and Conditions, Legal Disclaimer, E-Signature etc.

Notifications are also available in the Alerts Composer. This tool contains notification templates sent to recruiters,
hiring managers, collaborators, interviewers, job offer team members for different events in the job application
process, the hiring process, and when a job offer moves through its life cycle.

Note that interview notifications sent to the recruiters, hiring managers, and interviewers are available in the Alerts
Composer, whereas interview notifications sent to candidates are available in the Recruiting Content Library.

Note :The maximum size of a notification is 15MB. If you exceed this limit, the notification might not be sent

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Recruiting Content Library

Content Library Administrative UI is used to manage and configure message content items that will be sent to
candidates or the hiring team members.

The Recruiting Content Library contains a variety of text-based content and notifications used in job requisitions, job
requisition templates, candidate job applications, job offers.

The text-based content and notifications are organized into several categories.

We can access the Recruiting Content Library in the Setup and maintenance area through the task Recruiting Content
Library

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Note: For Recruiting Content Library, you should have 'Recruiting Administrator' role for accessing the tasks.

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We can create and manage the content, and this will be the content which will be displayed in the email and the
worklist.

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Creating a new Content Library:

Click on the 'Create' button on 'Recruiting Content Library' screen.

The content library item has a code, a name, a type and a visibility which are not updatable. It also has a status which can
be "active" or "inactive".

It can have different versions, each of them having an effective date and a status "draft" or "active". The actual text of a
content library item is stored at the version level.

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The Name, Code, Category and Visibility are mandatory. Based on the category, the fields will be changed below.

Visibility can be Internal, External, or Internal / External. The code, must be unique across all content items irrespective of
the category.
Token selector, allows to insert tokens in subject and body (it's built based on the category).

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Note: Deactivate or Delete the Content Item

If you have used any notification for any candidate, then you deactivate it. Then it will still be applied for the
candidates which is already in use for this. For new candidates, it will not be displayed for them. Also, you cannot
create a new item with the same code.

The delete can be done only if it is in Draft status. If it is in Active status, cannot delete the content items.
Also, you can create the new item with the same code.

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Either you can give any Start Date for activation of Content Item or start on Activation.

Update Existing Content Item

Select notifications of any Category. it usually comes with 1 version having seeded data. You can keep
changing the versions but not the content item.

Open the Notification and click on any version which is currently active.
Click on 'Actions' → Copy to Create new version.

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Requirements for Images in Notifications

We can also add images to the notifications, and it's recommended to embed images in notifications using a URL. If you
decide to insert an image in a notification, consider the following:

•The image must not exceed 64 KB.


•The image must be in RGB format.
•The image must be one of these file formats: .png, .jpeg, .bmp, .gif.

Warning: Don't disable seeded notifications because they support the intended functionality. However, you
can modify their content.

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Different Categories for Content Item:
There are different types of notifications available. We will be discussing about below four categories of
Notifications:

- Automated Job Application Notification


- Candidate Notifications
- Hiring Team Notifications
- Job Offer Extended Notifications (for the candidate)
- Automated Hiring Team/Agent Notification

Automated Job Application Notification

If you want to send the notification automatically to a candidate when he is changing the phases, it will come under
'Automated Job Application Notification’

eg: When a candidate is added to a job application, it will be new reviewed status . All these statuses will be defined in the
CSP.

Create a template in the Recruitment Content Library. Make it active, then it will be displayed in Candidate Selection
Process (CSP)
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Open Candidate Selection Process Configuration. Select Actions 'Send Notifications' under any states.

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Here, the same template that has been created is visible under Send Notification action under CSP.

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Now, when this event will be triggered or the candidate is moved to this stage, the notification will be
triggered.

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Candidate Notifications

It will be triggered on a particular event performed. Here, we don't need any CSP. The content defined here will be
directly displayed on the email.

This is usually used when you add candidate to job application as a prospect.

Available candidate notifications are:

•Candidate Job Application Notification


•Candidate Pool Member Notification
•Candidate Profile Notification
•Prospect Candidate Notification

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Candidate Notifications

The blue background is the seeded data. This cannot be changed only you can create using this.
If you want different tokens or notifications, it can be created using this.

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Hiring Team Notifications

Create the notification and send message to Hiring Team. Once you send, the team will receive the notification which is
given as content.

Click on Actions → Send Message to Team.

You can select Recipients as Hiring Manager, Recruiter or Collaborator. You can add tokens you want to capture
in Subject or Message Text.

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Job Offer Extended Notifications (for the candidate)

The candidate will receive this content when offer is extended to the candidate.

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Automated Hiring Team / Agent Notifications

This consists of following :

1.CSP Configuration where customers will be able to setup notification and select appropriate templates for
Hiring Manager , Recruiter , Agents and Collaborators.

2.Categories defined in the Content Library - Automated Agent Notifications and Automated Hiring Team
Notifications

3.Delivering the emails to HM/Recruiter/Collaborators and Agents.

Automated Agent notifications: These notifications are automatically sent to recruiting agents when they create
a job application on behalf of a candidate, then move the candidate through the candidate selection process.
(Note: Agents don't receive a notification when a referred candidate applies to a job).

Automated Hiring team notifications: These notifications are automatically sent to members of the Hiring Team
and Offer Team as job applications move through the candidate selection process.

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Manage HTML Email Template

In Content Library, we only have email templates i.e. only the content sent to the candidate.

If want to change the look and feel also for the content, we must use Email Designer.
For this search the task 'Manage HTML Email Templates'

You use HTML email templates to create branded notification templates that are used for specific career site
notifications, for communications with candidates using the Send Message feature, and for recruiting campaigns.

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1.On the Manage HTML Email Templates page, click Add.

2.Enter a name for the template.

3.Select a template type:


1. Campaign user email template
2. Candidate notification email template

4.If you selected Campaign user email template, you need to select a campaign purpose:
1. Respond to Request
2. Refer Job
3. Apply to Job

5.If you selected Candidate notification email template, you need to select an email type:
1. Internal Template
2. CE Notification Template
3. AdHoc Template
4. Global Template
Results:
An editor opens in a new browser tab where you can personalize the template. You can personalize elements such
as background color, background image, branding text, fonts, font colors, rows, columns. You can also lock the
template so that users won't modify it.

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When creating a message using the Send Message action from the Candidate Search page, from a list of job
applications and prospects, and from within a candidate pool, the recruiter selects a template made available for
messages. The recruiter can't personalize the template but can insert their own content or content from the
Recruiting Content library.

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When creating a career site, the administrator selects a template from a list of templates made available for career
site notifications. If no template is selected, the global template is used.

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Notifications in Alert Composer

In Recruiting Content Library, we configure notifications for Candidates. If we want notifications for Hiring Manager or Recruiter, then we
use another tool 'Alert Composer'
Go to navigator: Tools → Alerts Composer

For Recruiting Alerts, filter with IRC% then it will show all the seeded alerts for Recruiting.

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Example

During extending an offer to external candidate, the set notification will be used for Recruiter and Hiring Manager to let
them know that offer has been created and extended to the candidate.

You can change the recipients for this from below. Click on Edit → Manage Recipients and Message.

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Communication Method in Template

If you select 'Mail' in the Communication Type, the recipients will receive only email.
For 'Worklist', both email and in the worklist, the notification will be shown.

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Defining Templates - Run Options

Set Log Activity History to Yes to view details about the Alert on the Alert History page.
Set Simulate Run set to No (If this is set to YES, no notifications will be sent out when the Alert is triggered.)
Enable Duplicate Message if needed.

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Jobs to be scheduled to trigger Automated Notification from CSP

Send Job Application Notification


Perform Recruiting Candidate Selection Process Actions.

Schedule the Send Job Application Notification ESS job to run every 5 minutes

This job is required to schedule to send the automated job application notifications to candidates, recruiters,
and hiring managers when job applications are in a specified phase and state in the candidate selection process.

This process also sends out the recruiter and hiring manager review notifications configured in the candidate
selection process.

If the notification is set up for a phase/state other than the first phase, or first state of the first phase, this ESS job is
not required.

Instead, Ensure the following ESS Job is scheduled: Perform Recruiting Candidate Selection Process Actions.

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BPM Worklist - Notification Mode

1.Go to Setup & Maintenance.


2.Search for and select Manage Approval Groups.
3.In the new tab, click on Administration > Application Preference.
4.The Notification Mode field should NOT be set to None. This may block the Alerts from triggering a notification.
5.The Test Notification Email Address field should be blank to send the notification to users. If it is populated with an
email address, all resource alert notifications will be sent to that email address.

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Recruiting Fast Formulas
Oracle Fast Formula is a simple way to write formulas using English words and basic mathematical functions.

Fast formula functions manipulate data in different ways and always return a value. Functions are of these data
types: date, number, and text. A fast formula function is identified by its name, return data type, data types, and usage
behavior. Operands can be optional or mandatory.

In Recruiting, you can create fast formulas for these formula types:

•Recruiting Candidate Selection Process: Fast formulas used as conditions in a candidate selection process. Conditions
are used to determine if an automated action will be done to move job applications.

•Recruiting Job Requisition: Fast formulas used as conditions to automatically unpost job requisitions.

•Recruiting Job Application Computed Field used 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.

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Database Items (DBI ) :
Database items exist in the application database and have a computer code associated with them. The application uses
this code to find data. All database items are read-only variables.
You can't change database item values within a formula. If you try to write a value to a database item, you receive a
compilation error.

We can use database items in formulas and HCM extracts.

Database items are of these types:


• Static
• Dynamic

Static Database Items


Static database items are predefined. They include generic information about an employee, such as sex, birth date, and
work location. They also include data about other objects, such as the start and end dates of a payroll period.

Dynamic Database Items


The application creates dynamic database items when you create these objects. In the case of flexfields, you must run the
Generate Flexfield Database Items process to create the database items.

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Fast Formulas for Candidate Selection Processes

You can create fast formulas of the Recruiting Candidate Selection Process formula type and use them as conditions in a
candidate selection process. Conditions are used to determine if an automated action will be performed to move job
applications.

Note: When a job application is moved, the system processes the actions configured on the destination phase or state
before updating the job application status with the new phase and state.

An Example to Create Fast Formula Conditions:

Use these database items to create fast formula conditions based on the request for information status.

IRC_CSP_REQUEST_INFO_APPFLOW_CODE: Application flow used for the request for information (Code).

IRC_CSP_REQUEST_INFO_APPFLOW_VERSION_NAME: Application flow used for the request for information (Version
Name).

IRC_CSP_REQUEST_INFO_STATUS_CODE: Status of the request for information (Code).

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These three statuses are available for requests for information:

ORA_TRIGGERED - Triggered: The request for information was sent and you're waiting for the candidate's response.
ORA_SUBMITTED - Submitted: The candidate provided the requested information.
ORA_NOT_REQUIRED - Not Required: The request information action was triggered, but no additional information needs
to be requested to the candidate. All the information in the request information flow was already provided by the
candidate.

Configure the Automatic Unpost of Job Requisitions

You can configure a job requisition to be automatically unposted from the internal career site, the external career sites,
or both.

Recruiters need to configure the option Automatically Unpost Requisition and select the condition when the unpost will
happen using the option Automatically Unpost Condition.

Here's what to do:


Add Specific Fields Using Transaction Design Studio
Create Fast Formula Used as Condition for Job Requisitions

Note: More info is available in Automatic Unpost of Job Requisition.

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Use Fast Formulas to Calculate Job Application Computed Fields

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.

1.Create Fast Formulas of Type Recruiting Job Application Computed Field


2.Create Extensible Flexfields to Store Values
3.Configure Job Application Computed Fields
4.Add the Calculate Computed Fields Action to a Candidate Selection Process

You can use all the database items supported for fast formulas of type Recruiting Candidate Selection Process. For a
complete list of database items, refer to the spreadsheet Database Items for

•Oracle Recruiting Cloud Fast Formulas on My Oracle Support (ID 2723251.1).

Note : You need to store the returned values of the fast formula in CONDITION_MESSAGE.

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Candidate Selection Process is a used for the recruiting process starting from the time their job application is confirmed till
the time they have got hired.

Purpose : Recruiter needs to select any pre-configured CSP while creating a Requisition. All job applications applied for this
requisition will follow configured CSP life cycle.

Navigation : Setup and Maintenance --→ Search --→ Candidate Selection Process Configuration
There are 2 basic terms which are used in CSP.
1.Phase
2.State

Phase:
Each CSP has 2 mandatory phases.
•Offer
•HR
Each phase has multiple states.
Each phase has one entry and exit action. Here any action can be configured at Phase level i.e action to be taken when the
phase gets invoked and at the end when phase gets terminated. Multiple phases can be added in a CSP eg. New,
Screening, Interview.

State:
Each state has its "Name" which is visible to Recruiter/Hiring Manager and "Candidate Status" which is visible t Candidate-
on-Candidate Self Service.
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Value Set Configuration

The value set created at this set will create the query that will be used to load the 'SYSTEM_PERSON_TYPE' from
the submission table.
The value set can be created by going to FSM > Manage Value Set.

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Fast Formula Configuration
Once the value set is saved and valid, a formula of type 'Recruiting Candidate Selection Process' can be created. (FSM > Fast
Formulas)

The below formula is showing an example where we are invoking the 'sub_sys_per_type' value set to get the person type tied
to the submission.
For this example, the formula will return 'Y' if the employee type tied to the submission is an ex-employee.

The following lines in the above Formula are the one invoking the value set with proper parameters.

L_SUBMISSION_ID = get_context(SUBMISSION_ID, -1)


L_SUB_PERSON_TYPE = GET_VALUE_SET('sub_sys_per_type', '|=SUBMISSION_ID='|| TO_CHAR(L_SUBMISSION_ID) )

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It must be possible to use fast formulas on conditions at the beginning of the CSP

1.The restrictions put in place to restrict fast formula conditions at the beginning of the CSP must be removed
1. On the "When Entering Phase" event of the first phase
2. On the first state of the first phase

2.The fast formula conditions must be evaluated properly


1. All DBI values must be available for the fast formula to be evaluated properly

1. All existing DBIs


2. Prescreening answers DBIs
3. Request for Information question answers DBIs
4. EFF values DBIs
5. Validate user creates a Fast Formula with type = Recruiting Candidate Selection Process

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How to add debugging information to a Formula

Debugging information can be added to a formula.

The parameter CONDITION_RESULT of value Y/N depending on the result of the formula.
The parameter CONDITION_MESSAGE is a variable that is used to put the logging information.

***Beware that the limit for the CONDITION_MESSAGE is 255 characters.

The CONDITION_RESULT and CONDITION_MESSAGE are also stored in some of the Candidate Selection Process tables for
later investigation.

Approach to use add_rlog function to print log message inside our fast formula. Let’s assume that you want to print
condition_result value of an FF, which is stored in the variable CONDITION_RESULT, you will use below code inside your
formula to print the variable.

l_msg = add_rlog(l_ff_id, l_test_seq, CONDITION_RESULT )

SQL Query:

select * from HWM_RULE_FF_WORK_LOG order by creation_date desc.

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Sample Fast Formula:

DEFAULT FOR IRC_REQ_JOBAPP_COUNT_ACTIVE IS 0


CONDITION_RESULT = 'N'
RESULT = 0
RESULT = IRC_REQ_JOBAPP_COUNT_ACTIVE
IF( RESULT > 1 )
THEN
CONDITION_RESULT = 'Y'
RETURN CONDITION_RESULT

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Sample Fast Formula

Here's an example of a fast formula to automatically unpost a job requisition based on the
number of confirmed job applications on the requisition.

DEFAULT FOR IRC_REQ_JOBAPP_COUNT_CONFIRMED IS 0

CONDITION_RESULT = 'N'

COUNT = IRC_REQ_JOBAPP_COUNT_CONFIRMED

IF (COUNT > 500) THEN


CONDITION_RESULT = 'Y’

return CONDITION_RESULT

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Demo using Fast Formula within CSP :

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Demo using Fast Formula within Job Requisition :

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Helpful Documentation

• https://docs.oracle.com/en/cloud/saas/talent-management/23c/faimh/recruiting-content-library.html#s20059747

• Oracle Fusion Recruiting Cloud: Job Application or CSP Notifications Not Sending (Doc ID 2590993.1)

• Oracle Recruiting Cloud: Tokens for Alert Notifications (Doc ID 2513219.1)

• Database Items for Oracle Recruiting Cloud Fast Formulas (Doc ID 2723251.1)

• Oracle Fusion Recruiting Cloud: Internal Candidates Not Receiving Notifications (Doc ID 2939152.1)

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