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What is My Tasks?
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The My Tasks console page comprises several key sections, including the Search Filter, Quick Filter, the "Export to Excel" option and search results displaying the pending activities related to New Hire invitations specific to user's assigned role. The data displayed within the console adheres to the user's security settings established by the System Administrator. Consequently, users will only have visibility to the data for which they have been granted access. For instance, if a user's access is restricted to "Research" Company data, they will exclusively view information associated with that particular company within the console.
Furthermore, the availability of the "Export to Excel" button is dependent upon the configuration of the logged-in user's role. Specifically, this button becomes visible if the user's role has been enabled for data export capabilities. Alternatively, if the user holds multiple roles, access to this button requires at least one of the roles to have export functionality configured.
Furthermore, the availability of the "Export to Excel" button is dependent upon the configuration of the logged-in user's role. Specifically, the button becomes visible if the user's role has been enabled for data export capabilities. Users with multiple roles will have access to the data export feature in their My Tasks as long as they hold at least one of the roles: HR Specialist, I-9 Specialist, or E-Verify Specialist, and if any of these roles is configured with such capabilities.
Note: In this example, since the user holds multiple roles (HR Specialist, I-9 Specialist, and E-Verify Specialist), the My Tasks console is showing invitations with pending activities that belong to each of these roles.
| My Tasks console without "Export to Excel" |
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Use these search filters to quickly find a specific transaction. Next to the field, you can change the search option to specify how you want your text to be perceived.
Note: For those with a large number of tasks in the queues, please note that the My Tasks console queue is limited to 1000 tasks with the most recent Invitation ID at the top. If there is a need to access these earlier tasks, we recommend utilizing the search located at the top right of the window or enabling the Deferred Console Search Product Preference. These options will allow for better filter your entire task list.
| Field | Behavior |
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First Name |
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Last Name |
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| Invitation ID |
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| Start Date |
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Export to Excel
If the logged-in user's role has been configured with export functionality, they'll find the "Export to Excel" button within the console. Users with multiple roles will have access to the data export feature in their My Tasks as long as they hold at least one of the roles: HR Specialist, I-9 Specialist, or E-Verify Specialist, and if any of these roles is configured with such capabilities.
Clicking on this button will download the search results displayed in the console as an Excel file to your local computer.
Note: The "Export to Excel" button is specifically designed to download search results obtained from using the search fields. Note that filtering by the Quick Filter feature will not limit results in the export.
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Note: If no results are found for the search criteria, the "Export to Excel" button will not appear in the console.
A sample downloaded excel file is given below. The search filters applied is also displayed on the top row of the file.
| Downloaded Excel file |
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If multiple filters are applied in the search, a sample downloaded file is given below:
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Search Results
Based on the search criteria selected in the Search Filter/Quick Filter, the invitation details display in the search results. The details of the search results include the following fields:
Invitation details
Field | Behavior |
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Invitation ID |
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| Name |
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| Start Date |
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| Business Process |
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| Activity Name |
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| Assigned on |
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View Process |
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Activity Name
Invitations with activities pending for that specific user role(s) are displayed in My Tasks console.
If the user has multiple roles, all the invitations with activities pending for those role types are displayed in My Tasks console. Click on the "Activity Name" link to open the activity in process.
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View Process
Clicking on the "View Process" link will open the process viewer page of that particular invitation.
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Shows the New Hire's Name, Job Code, Start Date and "Download" button on the top (next to New Hire's image) and the list of onboarding process activities with status represented as icons next to each activity. It includes New Hire as well as HR/I-9/E-Verify Specialist activities. Note: If revised start date exists for the transaction, then the Start Date is updated with the revised date.
The lock symbol
represents the activity is locked and not routed, the 
icon represents the activity is routed/in progress but not completed and 
symbolizes a completed activity.
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Activities that are routed to or completed includes the description with date, time, status and the user role type details as given below. For routed activities, the role type of the user is included whereas for the completed ones the user name is displayed.
Note: If the user has multiple role types, the first role type assigned to the user is displayed.
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Navigating through search results
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Using this feature, it is easy to navigate to any page in the search results and review information and perform pending activity for any New Hire's invitation.
Below example shows navigating to page "3" of the search results by clicking on the "3" tab. To view invitation details, complete pending tasks or view process details, click on the corresponding links for any selected invitation.
Clicking any of the links will open the corresponding details in a new window, while your search page remains open in the previous window. To view another information or perform the pending activity, return to your search page and click the corresponding link, which will also open the relevant details in a new window.
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What can you do on the process viewer page?
As a Business User (HR Specialist/Recruiter, I-9 Specialist, or E-Verify Specialist), you can download signed forms and attachments from the process viewer page. This page provides an overview of what is needed to be completed and at what time all of these activities were initiated and completed. It also indicates which activities are locked and which are accessible simultaneously.
To open the process viewer for any invitation, click the "View Process" link for that specific invitation in the My Tasks Console.
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The process viewer page with the list of activities displays as shown below. The signed forms & attachments can be downloaded by clicking on the "Download" dropdown.
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Download Signed Forms
Select this option to download all of the New Hire's signed forms. When clicked it will download a .zip file containing all the signed forms.
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Click on the downloaded .zip file to view the forms. The signed forms will be downloaded as PDFs as shown below.
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Download Attachments
This link will download attachments from both the primary and restarted processes, including those uploaded during various process activities such as Smart Checklists, Employee Biographic Information, and I-9 Section 1 and Section 2 activities. Note: If attachments are edited within the activities, the most recent updated attachments will be reflected here.
When clicked on the "Download Attachments", it downloads a .zip file if there are multiple attachments.
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Open the downloaded .zip file to view the attachments. The attachments will be in png format as shown below. Click on each file to open the attachment.
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If documents uploaded during process activities have the same file name, a number will be appended to each duplicate file name, starting from 1 and incrementing by 1 in ascending order.
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If only one attachment exists in the process for the transaction, the "Download Attachment" directly opens the file.
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If no attachment is present, the option "Download Attachments" will not be seen in the Download dropdown.
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Download Packet
Download Packet will generate a zip folder with pdf files containing the New Hire's Form I-9, any notifications (such as Further Action Notices and Referral Notices), and copies of documents that have been attached.
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Opening the zip file will display individual folders for each activity. Click on the relevant activity folder to view any attached documents within that activity, as well as the signed PDF form.
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