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On this page, find a place that you want the Smart Checklist to go. This can be any place that has an "Add" option. Note: It must be a process that the selected Participant Pool can access ("participant pool" is specified on the Smart Checklist Page while defining or modifying a Smart Checklist).
Click on "Add".
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Select the Smart Checklist(s) that you want to use in the business process.
Click on "OK".
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In the below example, "Route if criteria is met" is checked. Click on the Process Variable lookup icon to select the criteria for routing. The criteria can be as complex as you would like.
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Here, Business Unit is selected as a specific attribute.
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Click "Choose File" and select the file 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). Accepted file types are CSV, JPEG, JPG, PDF, XLS, XLSX, and PNG. If you attempt to attach files with other extensions, an error will be displayed.
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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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The Smart Checklists will not allow to attach "bmp" file formats.
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The following error message displays when "bmp" file is uploaded as an attachment.
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Note: If Also, if images greater than 1.5 MB and "jpg", "jpeg", "gif" formats are uploaded, they are automatically downsized when added as attachments.However However, if image file size is greater than 10 MB, the following error displays on the page.
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The attached file shows on the Task Details page as shown below. Then click on "OK". The documents attached by the New Hire can be viewed or updated by HR Specialist.
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The uploaded document gets checked in the Smart Checklist as shown below. Uploading the other documents that are not marked as required is optional.
For the documents with downloads enabled, click the attachments can be viewed by clicking on the "Download" button to see the downloadable file.
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The following is the Admin's Smart Checklist that is , which has been added to the process for the HR Specialist role.
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Click By clicking on the "Attachments" button to download , the documents uploaded by the New Hire can be viewed.
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When the Task Details page opens, click on the download icon to view the attachment. The revised attachment can also be added on this page if necessary.
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Check the reviewed documents and click on "Save / Submit" to complete the process.
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The runtime page of the modified Smart Checklist for the New Hire shows as below:
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How business users can attach documents through
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checklist?
Administrative Business users can also have the ability to upload documents using their the checklist. They can either substitute a new document for the attachment already provided have the option to either provide a revised version of an attachment already submitted by the new hire or add a new attachment for a specific task.
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 shown on the page as shown below. In case the task has . If there is no attachment from the new hire, the attachment section will appear empty.
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Choose and upload file from your local computer. Accepted file types are CSV, JPEG, JPG, PDF, XLS, XLSX, and PNG.
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The new attachment shows on the Task details page under Revised Documents 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
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to view attachments uploaded through the checklist?
Administrative Business users can view checklist attachments via Invitation Console/My Tasks process viewer. To access the process viewer page, click on the "View Process" link for the selected invitation in the Invitation Console/My Tasks Console.
Note: "View Process" can also be accessed through Keyword Search "Invitations" category. For more details, please click here.
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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 This zip file includes all documents uploaded during various process activities such as the Smart Checklist, Employee Biographic Information, and I-9 Section 1 and Section 2. The attachments from checklist activities includes include documents from both the the New Hire and administrative checklists. NoteNote: If attachments are edited within the activities, the most recent updated attachments will be reflected here.
When clicked you click on the "Download Attachments," , it downloads a .zip file will be downloaded if there are multiple attachments. If only one attachment exists in the process for the transaction, the "Download Attachment" will directly opens open the file.
Open the downloaded .zip file to view the attachments. The The attachments will be downloaded in png PNG format as shown below. Click on the individual file to view the attachmentit.
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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 removeddeleted, and access to attachments from the ongoing process will be available for download.