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The Smart Checklist is an optional activity in the onboarding process , useful in tracking that helps track external tasks, setting set reminders, and managing manage document collection. Employing By using Smart Checklists ensures , you can ensure that users complete specific tasks, like such as uploading or downloading documents. They These checklists are user-specific , and can be placed in at a specific particular step in the onboarding process. They can also be configured in the process specific to based on department, location, or any other relevant attributeattributes.
How do you create a Smart Checklist?
Create a To create a Smart Checklist, you need to create a new Content Revision or modify a Content Revision that an existing one which is in progress. For more details on creating a Content Revision, please click here. Under
Under Content Metrics, click on the "Add" for Smart link in the row for Smart Checklists.
| Content Revision Page |
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Enter the Smart Checklist information in the fields shown below.
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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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The fields on the Smart Checklist page are explained below:
| Field | Behavior |
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| 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 will be added to the page to enter the admin checklist details.
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When ‘Enable Admin Checklist’ checkbox is enabledselected, a corresponding review activity for the defined participant pool 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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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.
After creating the Smart Checklist, add it to the process configuration through a Process Revision for the activity to be available to specified users in the process.
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How to include a Smart Checklist in the onboarding process?
To include a smart Checklist in the onboarding process, create a new Process Revision . Note: You can also modify a Process Revision that is In Progressor use an existing one which is in progress.
Reserve and Configure configure the revision.
| Manage Revision |
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Click on On the Process Revision page, click the "Configure Business Process" link.
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On this page, find a place that where 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" under a specific step.
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Select the Smart Checklist(s) that you want to use add in the business process.
Click on "OK" to return to the Process Revision page.
| Select Actions Page |
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You will notice the Smart Checklist is added to the process. Click on the Checklist link to configure the route criteria.
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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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Similarly, if checklist is configured for admins while defining the checklist, then add it to the process in the appropriate step under HRE Tasks and save.
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| Configure Business Process Page |
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On the Process Revision page, click on "Return to Manage Revision" button to return to the main revision page.
| Process Revision Page |
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Apply the revision.
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Based on the checklist criteria, the activity shows will appear in the process for the participant pool (New Hire) as shown below,
If documents are marked as required while configuring the Smart Checklist, they must be attached by the New Hire before checking the document.
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The following error message displays if the required documents are not uploadedattached.
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Click on To upload the documents, click the "View/Attach" to upload the documentsbutton.
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The Task Details page opens to attach the documentswhere the document can be attached. Click on the "Attach" link.
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Click "Choose File" and select the file you want to upload as an attachment. Accepted file types are CSV, JPEG, JPG, PDF, XLS, XLSX, and PNG. Click on "Upload" after the file is attached.
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If you attempt to attach files with
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extensions which are not acceptable, an error will be displayed.
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Click on "Upload" after the file is attached.
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Also, if If images greater than 1.5 MB and "jpg", "jpeg", "gif" formats are uploaded, they are automatically downsized when added as attachments. However, if image file size is greater than 10 MB, the following error displays on the pagewill be displayed.
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The attached file shows on the Task Details page as shown below. Then click on Click "OK" to return to the checklist activity. The documents attached by the New Hire can be viewed or updated by the HR Specialist via HR admin checklist.
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The uploaded document gets will be checked in the Smart Checklist as shown below. Uploading the other documents that are not marked as required is optional.
For documents with downloads enabled, the attachments can be viewed by clicking on the "Download" button.
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Click on On the Tasks Details page, click the "Download" link to . This will download the attachment to your local computer.
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After completing all the tasks, click on "Save / Submit".
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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 necessaryneeded.
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Check the reviewed documents and click on "Save / Submit" to complete the process.
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How do you modify a Smart Checklist?
Start by This requires creating a new Content Revision or modifying a Content Revision that is In Progressin progress.
Click on On the Content Revision page, click "Review/Update" for in the row for Smart Checklists.
| Content Revision Page |
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Select the Smart Checklist that you wish to modify.
| Smart Checklists Page |
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The selected Smart Checklist page opens as shown below:details will be available for editing.
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Modify the checklist as required and save. Here a new task is added to the checklist.
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Click on "Return" to return to the Content Revision page.
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The summary of the modified checklist shows on the Content Revision pagein the summary section as below. Click on "Return to Manage Revision" button to return to the main revision page.
| Manage Content Revision Page |
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Apply the Content Revisionthe revision to see the changes take effect for the Smart Checklist.
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The runtime page of the modified Smart Checklist displayed for the New Hire shows as looks like below:
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Can business users
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attach documents through their process checklist?
Business users can also upload documents using the checklist. They have the option to They can either provide a revised version of an attachment already submitted by the new hire or add a new attachment for a specific task.
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If the task already has a document attached by the new hire, it will be shown on the Task Details page. If there is 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. Accepted file types are CSV, JPEG, JPG, PDF, XLS, XLSX, and PNG.
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The new attachment shows under Revised Documents as shown below. Click on the "OK" button to navigate return to the checklist page.
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After completing the tasks, save the checklist.
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On the process viewer page, click on the "Download" dropdown and select "Download Attachments".
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Open the downloaded .zip file to view the attachments. The attachments will be in PNG format. Click on the individual each file to view it.
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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 deleted, and access to attachments from the ongoing process will be available for download.