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Enter the Smart Checklist information in the fields shown below.
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| Field | Behavior |
|---|---|
| Checklist Title |
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| Lookup Description |
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| Participation Pool |
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Override Save Button Label |
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Choose who is supposed to complete the Checklist, using the "Participant Pool" (any user or New Hire).
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Select "Enable Admin Checklist" to enable the same checklist to administrative users. When enabled, additional fields add on the page to enter the admin checklist details.
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| Field | Behavior |
|---|---|
| Enable Admin Checklist |
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| Checklist Title | Name or title that describes the admin checklist |
| Lookup Description | To find the form easily, name it accordingly |
| Participant Pool | Admin user's role who will see the checklist |
When ‘Enable Admin Checklist’ checkbox is enabled, a corresponding review activity for the defined participant will be created after the revision is applied and the activity will be available in the process revision to configure in the process.
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Enter a "Task" that the participant pool has to do.
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Add all the tasks you wish the user to complete and click on the "Save" button.
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The summary of the content added or modified in the revision displays on the Content Revision page as shown below.
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Return to the revision page by clicking on the "Return to Manage Revision" button and apply the revision.
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The Task Details page opens to attach the documents. Click on the "Attach" link.
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Click "Choose File" and select the file and click you want to upload as an attachment. There are no restrictions on the file name; and it can be the same as the name of a previously uploaded file (if any). Click on "Upload" after the file is attached.
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The attached file shows on the Task Details page as shown below. Then click on "OK".
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To add a new document, select the right arrow on the task and click on the "Attachments" button.
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If the task already has a document attached by the new hire, it will be displayed on the page as shown below. In case the task has no attachment from the new hire, the attachment section will appear empty.
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To add a new document, click on the "Attach" icon.
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Choose and upload file from your local computer.
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The new attachment shows on the Task details page as shown below. Click on the "OK" button to navigate to the checklist page.
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After completing the tasks, save the checklist.
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How administrative users can view attachments uploaded through the checklist?
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Note: "View Process" can also be accessed through Keyword Search "Invitations" category. For more details, please click here.
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On the process viewer page, click on the "Download" dropdown and select "Download Attachments".
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The zip folder containing the attachments will download to your local computer. Open the zip file to view the attachments. The zip includes all documents uploaded during various process activities such as Smart Checklist, Employee Biographic Information, I-9 Section 1 and Section 2. The attachments from checklist activities includes documents from both the New Hire and administrative checklists. Note: If attachments are edited within the activities, the most recent updated attachments will be reflected here.
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Open the downloaded .zip file to view attachments. The attachments will be downloaded in png format as shown below. Click on the individual file to view the attachment.
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Note: If the invitation process is restarted and new attachments are added in the checklist activities, the attachments from the previous process will be removed, and access to attachments from the ongoing process will be available for download.