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.

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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. 

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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.

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.

The process viewer page with the list of activities displays as shown below. To download the signed forms & attachments for the entire process, click on the "Download" dropdown button located at the top of the page. If you need to download forms for an individual activity, click on the download icon located on the row next to the activity.

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.

Click on the downloaded .zip file to view the forms. The signed forms will be downloaded as PDFs as shown below.

Download

Signed Forms

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.

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.

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.

If only one attachment exists in the process for the transaction, the "Download Attachment" directly opens the file. 

If no attachment is present, the option "Download Attachments" will not be seen in the Download dropdown.

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.  

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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