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Using this option in Keyword Search, HR Specialists can view New Hires' invitation data and administer their onboarding process including invitation actions, onboarding process actions, and process insights.
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If the logged-in user's role is configured for data export, an "Export to Excel" button will appear on the top right of the search results page. By clicking this button, the user can download the data displayed on the search results page as an Excel file to their local computer.
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Below is a sample of the downloaded Excel file. The information displayed on the search result page will appear as columns in the downloaded file. The keyword used for searching can be noticed on the top row.
Please note that only the top 50 results will be displayed on the search results page, and therefore the downloaded Excel file is limited to a maximum of 50 rows.
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| Product = Smart Onboarding |
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Resend Welcome Email
Resend Welcome will resend self registration email to the New Hire to create their User ID and Password. Once this option is used or Self Registration is completed, it will not be available in the Keyword Search Invitation actions.
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Choose "Invitations" as the Category and search using "All" as the keyword. Filter search results using facets to select the invitation. Click on invitation actions and select "Resend Welcome Email".
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Click on "Yes" to continue.
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The confirmation message displays after the welcome email has been sent.
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| Relaunched welcome email |
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| Resend welcome email |
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View Process
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The process viewer page shows the New Hire's Name, Job Code, Start Date and "Download" button on the top (next to via "View Process" link 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 can be accessed simultaneously. Additionally, it allows you to download the signed forms and attachments for each activity and for the complete process.
Click the "View Process" link for the selected invitation actions.
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The process viewer page shows the New Hire's Name, Job Code, Start Date and "Download" dropdown 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 in process viewer..
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The lock 
symbol represents the activity is locked and not routed, the icon the 
icon represents the activity is routed/in progress but not completed and symbolizes a completed activity.
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and 
symbolizes a completed activity.
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The signed forms and attachments for the process can be downloaded by clicking on the "Download" dropdown button present on the top of the process viewer page.
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If downloading of forms is needed for an individual activity, click on the download icon present on the row next to the activity.
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I-9 Summary
The I-9 Summary page can be accessed any time after the I-9 ID is created for a New Hire process. Click on "I-9 Summary" option under invitation actions.
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Under invitation actions click on "Revised Start Date".
Note: The Revised Start Date is different from the employee's first day of employment date mentioned on I-9 Section 2 for Form I-9. For Form I-9, the first day of employment date has to be updated only in I-9 Section 2.
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Enter the new Start Date and click "OK".
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All Administrative Users (System Administrators/Process Administrators/Content Administrators) and the Tenant Users with HR Specialist, I-9 Specialist/E-Verify Specialist roletypes can access this utility.
However, the link to perform admin actions is available only for the above mentioned Tenant Users.
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The Process Insight page displays as below.
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Use the "Admin Actions" link to view or perform the process actions. By clicking on this link, users can perform actions like restart the New Hire's process or any particular activity, terminate the process or force the New Hire's process to completion. Only the tenant users with HR Specialist, I-9 Specialist and E-Verify Specialist roletypes can access this link and perform these admin actions. These actions are not accessible by the Administrative Users (System Administrators/Process Administrators/Content Administrators).
| Administrative Users - Process Insight without Admin Actions |
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Click on the "Admin Action" link to see the list of actions. By clicking these links, the users can perform respective actions on the New Hire's invitation process.
| HR Specialists/I-9 Specialists/E-Verify Specialists - Process Insight with Admin Actions |
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Activities:
Click on each step to expand the activity details.
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