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Searching in Taleo

Overview of how to conduct simple, advanced and conceptual searches for candidates in Taleo recruitment

Irene Lopez

on 22 February 2017

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Transcript of Searching in Taleo

Three types of search
Advanced Search
Match candidates to existing requisitions.
for Candidates

Conceptual Search
Quick Search
Requisition File:
The job title, OLF, basic profile, skills and questions are used as default search criteria
Advanced Candidate Search Page
In the task list:
when looking for a possible duplicate
Keep in mind
Queries use


used separately or combined together.
Access the Advanced Search Page
Structured Fields
Boolean Operators I
Stop Words
Special Characters
Wild Cards
Related Terms
When keying more than one word in the text field, all the terms are linked by AND by default.
Changes the default behaviour of the system and retrieves files that contain one of the competitor terms.
Used to exclude terms from a search query.
Parentheses ():
The operations enclosed in
are performed before any others, this is used to create several conditions.
Double Quotation Marks "":
Used to search for a specific string of text. Always type them in, NEVER paste them.
Small words not included in the index and excluded from the Keyword search.
They typically are generic nouns, prepositions, articles, numbers or single letters.
Characters for punctuation or separation are not included in the search.
The only exception is when used in email and phone number fields.
: -
; _
. &
, *
The search considers terms related to the keywords in the query.
The default operator used is
To be used when the initial query has yielded very few candidates.
Search Queries
More level of precision to the results.
Looks in all the
text fields
on the candidate profile
"Project Manager"
- Will retrieve those files where the words Project and Manager appear next to each other in this exact order with a literal space.
For example if we search for candidates who have worked for 'Channel 4', the number '4' will be ignored in the search and the system will pull results that have 'Channel' in the candidate file.
Boolean Operators II
Drama Producer = Drama AND Producer.
This will retrieve all the files that have 'Drama' and 'Producer' in them but not necessarily in that order or next to each other
Assistant OR Secretarial OR Administration
- The system will retrieve candidates whose file contains at least one of these words.
Oracle NOT SAP
= Will include candidates whose file has Oracle in them but not those who contain SAP.
(Retail OR Store) Manager
- Will retrieve results for Retail and Manager OR Store and Manager
- Will retrieve results for files that have
program, programming, programmer
, etc...
at the beginning or the end of a word: look for words that finishes or starts with the same set of letters with different endings in the candidate files
The candidate quick search engine searches information in the following fields of the candidate file:

First name
Last name
Middle name
Email address
Candidate identification number
Candidate Search
Requisition Search
Candidate Specific Search
Offers a greater result precision.
You can enter search terms in any of the four fields.
Find specific requisitions by entering the title, the number, or a keyword.
The system automatically applies the boolean operator AND.
Simple searches in the system for Candidates, Requisitions or Specific candidates.
You can perform an advanced search in the following sections:
Pull the information for skills and competencies.
Available fields can be customised:
For instance, if we key in
in the competency field, we will retrieve candidates who have that skill in their profiles, but if we did the same search in the keywords instead we would retrieve these same candidates along with those who have been to Java or enjoy that kind of coffee.
Create and run on a once off basis.
Save and re-run.
Set up to be used by default
Share with other members of the team.
We can see the folders containing our own personal saved queries as well as the public queries
Data Segmentation:
Requisitions are associated groups (central recruitment, studios, confidential, HR recruitment...) if you don't have access to a group, the candidates who have applied for requisitions within that group won't be visible to you.
Incomplete Profiles:
Candidates who haven't completed their profile won't be retrieved when conducting an advanced search.
Identification missing:
Candidates' files that are missing first and last name and don't have an anonymous flag can be excluded from the results.
Candidates in selection process and based on status:
Candidates who are currently on a recruitment process or have gone beyond a specific step in a recruitment process can be excluded from the search results.
We can create queries based on a req by clicking on this icon in the req form.
Includes the greatest number of candidate files.
Search criteria are related to personal information.
Retrieves hard to find candidates.
Uses concepts and word approximation.
We need a paragraph or a fragment of text from a job description or a candidate's CV up to 2,500 characters of text.
When to use it
Advanced search yields little or no results.
Uncertain as to which keywords to use.
Candidate files contain little structured data.
Use a good CV as a basis for a search
How to build a Conceptual Search
From the Advanced Search page:
Using the one click requisition shortcut based on the JD and the Qualification fields:
Using a one click Find Similar shortcut based on a candidate's record:
There are three types of search available in Taleo to find candidates:

Advanced Search
Conceptual Search
Quick Search
The search functionality works in the same way as the google search, i.e. boolean search, punctuation gets ignored, etc...
How do you go about this?
Search by email address to find the right record:
Candidate number 1134831
Who are we looking for?
A new production is being put together to broadcast the royal baby's first day of school, and as this is a once off for which there is no time to hire and train a whole new crew, it has been decided it should be staffed mainly with in-house teams that come to Southbank every day to work.
We have been asked to put forward a name of an in-house Senior Producer that could be involved in this event based in London.
Search query:

"Senior Producer" NOT Assistant
Structured Fields:

Internal/External: Internal
Location: London - Desired

Ben Fergie
It works with keywords and related term searches.
They are irrelevant and don't produce results.
Saved search queries can be accessed here
or by clicking on this icon in the advanced search screen
Saved Queries
The AND, OR, and NOT operators can be entered manually.
We have recently recruited a Business Affairs Executive (140002Y3), it has been a rather painful process and the recruiter in question is still recovering from the emotional scaring of trying to fill this position.
While she relaxes in a sunny beach, we have been approached by the hiring manager, it seems someone might hand in their notice and he would like to get an idea as to whether we have suitable candidates in our database as he wasn't too convinced by the rest of the applicants for the last role, and can't honestly face going through the process again.
What would you do in this situation?
Search for Req
and click on the Search icon, make sure you have the job spec handy so you can copy and paste a section of it.
*Remember to select 'Conceptual Search'
Since there is another royal baby, there is a chance that this request or a similar one will come up again.
How would you make sure you have a quick turn around when asked next to put a team together really quick, whether you are in or out of the office.
Create a new folder under your personal folder and save the search query there.

Amend the settings of the folder and allow those with access to shared folders to access and use the saved queries in that folder.
After conducting the search you have presented the hiring manager with several options, but having gone recently through that process and not having a lot of time to spare again he is not keen on having to go through the list again.
He is really please with the person you have hired,
Elspeth Hanna
and would like to see CVs with similar experience and skills.
Search for Elspeth's candidate file and click on the search button to get a list of candidates whose profiles are similar to his.
Query Management:
Only the person that has created a folder to share search queries can administer it.
File availability:
New files or modifications to existing ones are indexed every 10 mins.
Quick search:
It does not support characters only boolean operators AND, NOT and OR.
Full transcript