Taleo Help

Can't find the answer you need? Please contact us. We'll be happy to help.

User Guides

NOTE: These training guides are based on the old Taleo UI ("Legacy Recruiting") and will be updated in the future.

Download a user guide based on the role you'll have in Taleo. 

Training Videos

Check out the training videos as a handy reference.

Frequently Asked Questions

Why can't I log in?

What's my role in Taleo?

What if I no longer need access?

What's a Collaborator?

How do I add Collaborators?

What do I need to do to include HR on my requisition?

How do I make a new Position Description?

Why can't I see my requisition?

Why can't I make changes to my requisition?

How do I request approval?

How do I share candidate files?

How are background checks conducted?

How do I cancel a requisition?


Why can't I log in?

Taleo uses the same Network ID and passwordyou use to log in to your university-networked computer. If you cannot access the system, here are a couple things to check:

  • Have you requested access to Taleo? All users must submit a Role Request Form to Human Resources to gain access, and there is a training requirement for staff who will create postings and manage candidates.
  • Have you received a password error several times in a row? Your Taleo account will become locked after 5 failed attempts to access your account. You can contact Human Resources to unlock your account, but if your password continues to not work, you will need to contact your campus’s IT Helpdesk to have the issue resolved.

What's my role in Taleo?

Every user with access to the Taleo system must be assigned a role. This role will come with a set of permissions and is based on your responsibilities in your department’s hiring process.

  • Hiring Managers may create requisitions, review and manage candidates, and approve requisitions in their departments. They take a lead role in managing the requisition.
  • Preparers may create requisitions and review candidates, though they may not manage them. These requisitions will be made for Hiring Managers to manage.
  • Approvers may review and approve requisitions crated by Hiring Managers and Preparers in their departments.
  • Reviewers may view requisitions created by Hiring Managers and Preparers. A typical reviewer might serve on a hiring committee in her department.

What if I no longer need access?

If you are still working in the same University organization, but you no longer need access to Taleo or Position Description, send an email from your university email address to taleo@ou.edu and ask to have your access removed. We will send you a confirmation email once this is done. If you are moving to another department or leaving the university, your access will automatically be removed. No action is needed on your part.


What's a Collaborator?

Once you have a role in the Taleo system, you will need to be assigned a function on a requisition in order to view it. If you are not listed with a function on the requisition, you will not be able to view it. One of the most common functions is the Collaborator.

Collaborators may review and edit the requisition while it is still being created, and they may review candidate materials once the requisition is posted. A requisition may have several Collaborators who may have any role in the system, but they must first have a role.


How do I add Collaborators?

Anyone can be listed on your requisition as a Collaborator, no matter their role, so long as they have a role.

You can manage your list of Collaborators in your requisition file alongside other functions like Hiring Managers and Assistants. As you’re going in and entering the job description or salary range, you also need to manage your list of Collaborators. This must be done before you request approval on the requisition; once the requisition is fully approved, you will no longer be able to add people to the list.

Pro Tip: An easy to way to manage your collaborators is to go through the Recruiting Center to your "My Setup" file and make a list of Frequent Collaborators. If there is a group of people you tend to work with on a regular basis, you can simply import this list into any requisition you make.


What do I need to do to include HR on my requisition?

There are two important things you must do to include HR on requisitions you create.

First, you must make sure that the appropriate Human Resources staff member is listed in the “Recruiter” function. If they are not listed, they will not be notified when they need to take actions on the posting.

Second, you must make sure that this same HR staff member is listed as the final approver on any requisition’s approval chain. Approvals are discussed in more detail below.


How do I make a new Position Description?

Any new job posting you create in Taleo should be based on a well-defined position in your department. You can review our Position Description Materials for more information on how to define your position. Once the position is defined, you can use position templates in the Taleo system to create the requisition for it.

There are some distinctions in how different positions are handled. Staff positions are managed through our Position Description service in PeopleSoft. New or reclassified positions will need to be created through the Position Description service and approved by departmental and HR staff. Once descriptions are fully approved, they will generate a new template in Taleo you can continue to use.

If you are creating a posting for a staff position that is not new or has not been reclassified or updated, you can use the existing templates in Taleo.

For faculty, student, or temporary positions, you can use the universal templates we have available in the Taleo system. After defining the position internally, you can open one of these templates in Taleo and enter information to create your requisition


Why can’t I see my requisition?

There are two primary reasons why a requisition may not be visible.

1) No function assigned.

Remember, anyone who needs to review a requisition must have a listed function in the file. If you are not listed as a Hiring Manager, Assistant, or Collaborator, you will not be able to see the requisition. If the requisition has not yet been fully approved, the listed Hiring Manager can add you to the requisition. If the requisition has been fully approved by HR, the Recruiter will need to add you.

2) No coverage area assigned.

If you are listed on the requisition and still cannot see it, the requisition may be assigned to a department that you do not have permission to view. Contact Human Resources for help. You may need to submit a new Role Request form with a complete list of departments you work with.


Why can't I make changes to the requisition?

If you are a Reviewer or Approver in Taleo, you will not be able to make changes to any requisition file. Talk to your hiring manager if you see something that needs to be adjusted.

If you are a Preparer or Hiring Manager, you will not be able to make any changes to the file after it has been fully approved. All changes must be made before the approval process. If the requisition has already been approved or posted and you need to make changes, you will need to contact your Human Resources office.


How do I request approval?

When you are finished creating your requisition, you will need approval from the proper personnel. You can find the approval request from the More Actions menu on your requisition file. If you do not have the option to request approval, make sure that you have filled in all required fields.

When you request approval, you will need to begin with all departmental staff who are required to review the requisition. This information will come from within your department. The final approver on any requisition must be the Human Resources staff member who functions as the Recruiter.


How do I share candidate files?

If you need to share candidate files with individuals who are not in the Taleo system, you can use the Print action to generate a PDF of the file. You can then send this PDF wherever it needs to go.


How are background checks conducted?

Most positions will require background checks. Read more about requirements for background checks on the HR website.

After the candidate has accepted an offer in Taleo, HR will send them a link back to our jobs website. Here they will verify their personal information in a process called the 2nd Pass. If the requisition includes a background check, the candidates can assent to the background check and provide their personal information online. Once we have their assent, we will conduct the background check and advise you of the results when we have them.


How do I cancel a requisition?

Currently we are working with Oracle to resolve a bug that is keeping Hiring Managers from canceling requisitions. If you need to cancel your requisition, contact HR. We will notify you when the issue is resolved.