Setup the Basic Integration with Gem

Part 1. Enable the Taleo Web Service Framework

These steps are required to allow Taleo API connections to your Taleo instance.

If you have Web Service permissions enabled in your Taleo instance you can skip this part and go straight to Part 2.

Otherwise, follow these steps:

Step 1: Enable the Web Service Framework via your Taleo Customer Representative

Ask your Taleo Customer Representative for help with activation. By default, the web service framework is disabled.

Step 2: Get the Web Services WSDL Files via your Taleo Customer Representative

Ask your Taleo Customer Representative for the Web Service Description Language (WSDL) files. These are necessary for accessing the Taleo API.

Part 2. Create a new Taleo user to use with Gem

The steps below will result in a new user with the permissions required by the Gem <> Taleo integration.

You will share the new user id and password with Gem and use it in Part 3 to connect Gem and Taleo.

NOTE: Whoever in your organization is following the steps below should have the “Manage user accounts” user type permission.

Step 1. Create a new user

Create a Taleo User Account activated with Web Service permissions

Step 2. Define the User Type, User Group, and Coverage Area

Go to Configuration > [SmartOrg] Administration > [Users] User Accounts

The user should have the following:

• User Type = Recruiting
• User Group = Recruiting Center
• Coverage Area = Requisitions and Search

Step 3. Configure access to endpoint fields

The following permissions are necessary to enable the Gem integration:

Taleo Export Request

Offer (projectedClass: Offer)

Job Interview Stage (projectedClass: ApplicationState)

Attachments (projectedClass: Candidate)

Requisition (projectedClass: Requisition)

Office (projectedClass: WorkLocation)

Candidate (projectedClass: Candidate)

Sources (projectedClass: RecruitmentSource)

User (projectedClass: User)

Step 4. Share the user id and password with the Gem team.

Part 3. Connect Gem and Taleo

The steps below are needed to connect Gem to your Taleo instance and enable the Dedupe&Upload integration.

These steps need to be followed once by every person in your organization who is planning on leveraging the integration.

Step 1. Head over to a LinkedIn profile and open the Gem extension.

If the profile of the candidate does not yet exist in Gem, you will see a screen similar to the one below. Start by adding this person to Gem. Click on “Show me how”.

Otherwise go directly to Step 2.

Step 2. In the Gem extension, you will notice a “Connect to Taleo” section. Click on the “Connect” button.

Step 3. A pop-up will appear and you will be prompted to enter your Taleo Server URL. If you click on “How do I find my Server URL” you will see further instructions.

Step 4. You will be prompted to enter your Oracle Taleo Credentials. Please enter the user id and password of the user you created in Part 2.

Step 5. You are done!

[Optional] Set up the Advanced Gem <> Taleo integration

The deep integration between Gem and your Taleo instance enables further Gem functionality such as Talent Compass.

The deep integration consists of setting up a daily data sync between your Taleo instance, and your Gem instance, which makes all relevant recruiting data such as jobs, candidates, and applications available in the Gem.

To set up the data sync we will use a new system user to connect to your Taleo instance via the Taleo Bulk API.

Part 1. Create a new Taleo user to use with the Gem Advanced Integration

The steps below will result in a new user with the permissions required by the Gem <> Taleo integration.

You will share the new user id and password with Gem and use it in Part 3 to connect Gem and Taleo.

NOTE: Whoever in your organization is following the steps below should have the “Manage user accounts” user type permission.

Step 1. Create a new integration user account

Step 2A. Find the existing integration user type for recruiting

Go to Configuration > [SmartOrg] Administration > [Users] User Types > Integration > Recruiting

Step 2B. Alternatively, duplicate an existing user type into a new Gem-specific user type

Go to Configuration > [SmartOrg] Administration > User Types

Follow these steps:

1. Locate the user type you want to duplicate.
2. From the Actions column, click Duplicate for the user type.
3. Select the Recruiting functional sub-domain of the Integration domain.
4. Click Save.

Step 3. Associate the new user with the user type in step 2.

Go to Configuration > [SmartOrg] > Administration > User Accounts

Follow these steps:

1. Click a user account.
2. Click Edit next to User Types.
3. Click Add next to User Types.
4. Select the user type from step 2.
5. Click Select.

Step 4.Activate the new user account

Go to Configuration > [SmartOrg] > Administration > User Accounts

Follow these steps:

1. Click a user account.
2. Click Activate in Account Information.
3. Click Yes.

Step 5. Share the user id and password with the Gem team.

Part 2. Set up the Advanced Gem <> Taleo Integration

Step 1. Decide on an API quota for Gem

Taleo’s Bulk API has quotas that are shared across all of your Taleo integrations. As such, we will first discuss and align on a daily API usage quota for Gem.

Step 2. Gem completes the “Initial Sync”

The “Initial Sync” is a one time step which syncs all the relevant historical recruiting data from your Taleo instance to Gem.

The speed of the initial sync depends on the size of your Taleo instance, as well as the API quota set up in Step 1. On average, we expect this step to take 1-2 weeks.

Step 3. Gem performs a “Daily sync”

After the Initial Sync is done, we will sync any further changes to the data in your Taleo instance on a daily cadence.

Note, the quota set up in Step 1 must be larger than the number of daily changes to allow Gem to sync all changes.

These are the relevant data types we expect to sync:

• Jobs / Requisitions
• Candidates
• Applications
• Application Stage Changes
• Demographic Data
• User permissions (e.g. hiring team or user group)
• Custom Fields
• Interviews
• Interviewers
• Scorecards

• Setup the Basic Integration with Gem
• Part 1. Enable the Taleo Web Service Framework
• Part 2. Create a new Taleo user to use with Gem
• Part 3. Connect Gem and Taleo
• [Optional] Set up the Advanced Gem <> Taleo integration
• Part 1. Create a new Taleo user to use with the Gem Advanced Integration
• Part 2. Set up the Advanced Gem <> Taleo Integration