Creating Users in Taleo

A user account is created for each user who has needs access to Taleo applications on a regular or occasional basis. There are few concepts which one needs to get familiar with, in order to work on Taleo user account management.

User Account

Navigation: Configuration > [SmartOrg] Administration > [Users] User Accounts

Click on Create

Enter the applicable details. 

Once done, click the next button at the bottom.

Enter other information such as employee information, account information, etc.

Employee information which is required for the Dynamic Approval Routing (DAO) feature. Employee information is defined in the User Accounts feature available in SmartOrg. Certain fields in the Employee Information section are not mandatory. However, when fields in this section are populated, the Organization and Location fields become mandatory.

Next we need to assign a User type to the specific user account

User Types

A user type is composed of a set of permissions from multiple functional domains. These permissions provide access to various products and control what a user associated to the user type can do. User type permissions grant users access to specific features and contexts in a product or application

In layman’s term – User type defines the set of permissions, in terms of functionality. Somewhat similar to a ‘responsibility’ in eBS

Note: Users are assigned a user type and one user can be associated to several user types. For example, the Recruiter and Administrator user types for Recruiting, and the Manager user type for Performance.

Below is a screenshot of one of the seeded User Type – ‘Recruiting - Approver‘

Description - The Approver does not have access to Taleo. He is in the system only so he can be added to approval path and have the ability to approve requisitions and offers. Depending on each organization's specific needs, you may wish to duplicate this user type and remove or add permissions. This default user type provides a good starting point for other Recruiting management roles.

User type definition Navigation: Configuration > SmartOrg Administration > User Types

Currently the same user type is assigned to my login account, as shown below

Next we need to assign a User Group to the specific user account

User Group

A user group is a group of people who need to have access to the same information for example, a group of people who works on the same requisitions.

Again in simple term – User Group is used for date restriction purpose i.e.  What the user can view in terms of data which in turn is controlled through ‘Coverage Area’. Somewhat similar to Security Profile in eBS

The creation of groups typically simplifies the work of an organization because each group has access only to the information that its members need.

One group, called the ‘Main Group’, is created by default for all users within an organization. The Main Group's Organization- Location-Job Field structure cannot be modified

User Group definition Navigation: Configuration > SmartOrg Administration > User Groups

Note: User groups are used in Taleo Recruiting, Taleo Performance, and Taleo Reporting and Analytics.

Under User Group, we have coverage area 

Coverage Area

A coverage area is a combination of functional domains, Organizations, Locations and Job Fields that together determine the scope of information available to a specific user group. The coverage areas of a group define exactly what kind of information is available to the group's members

In addition to User type, User Group and Coverage Area. We have something called configuration profile

Configuration Profile

A configuration profile is a set of settings which control how the application behaves for a specific set of users to better fit the user experience.

It is through the configuration profile that different product behaviors can be achieved such as a streamlined manager product experience vs. a more robust recruiter product experience. Users may have the same set of permissions which grant access to specific features, but how a user is presented access to the features is then further controlled by the configuration profile designation.

Configuration profile is like extended permission over ‘User Types’. Configuration profiles are created in SmartOrg. Once created, a configuration profile is assigned to Recruiting Center users via their user account

Associating a Configuration Profile to a User Account

Navigation: Configuration - [SmartOrg] Administration - [Users] User Accounts

Click Edit next to Account Information. Select a configuration profile. Click Save.