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Table of Contents
Table of Contents


What is the Invitation Console?

The Invitation Console is used to administer view a New Hire's onboarding processinvitation details, including manage invitation and process actions, onboarding process actions, and view the process simulator and process insights.

The From the Invitation Console, the following actions can be performed:


View process details of New Hire's invitation

Check the activity routing information

Watch/Unwatch the New Hire's process
Resend the New Hire's invitation
Restart the New Hire's process

Force the New Hire's process to completion

Terminate the New Hire's process

Restart a particular activity
View process insight for analyzing purpose


Who can access the Invitation Console?

In the Smart Onboarding product, users with HR Specialist, Recruiter, I-9 Specialist and E-Verify Specialist roles have access to the Invitation Console. In case of For the Smart I-9/E-Verify product, access to the Invitation Console is available to users with I-9 Specialist and E-Verify Specialist roles. Specialist roles (HR Specialist role is not available in the Smart I-9 Product). However, the console actions the users can perform will vary depending on the user's role and where the new Hire is in their process.


When do you see an invitation in the Invitation Console?

The New Hire's invitation data is available in the Invitation Console at any time once after the invitation is created and saved.  Actions that can be performed differ depending on the user's role and where  As the New Hire is in their process.

How do you access the Invitation Console?

The Invitation Console can be accessed in two different ways: 

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Menu Icon: The Menu Icon is used to display all relevant actions the current user is able to perform 
Image Removed

Quick Links: If you are User you are able to access this page through the Quick Link 'Invitation Console'

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progresses through their process, the invitation status will be updated in the console.

How do you access the Invitation Console?

The Invitation Console can be accessed in two different ways: 

Access via Menu Icon:

Every action a User is able to perform can be found by using the Menu Icon.  The Menu icon can be found in the upper Click the menu icon in the top left corner of the page.  Click the Menu icon and , then select "Invitation Console"  under Invitationsfrom the Invitations section in the menu navigation.

Menu


Access via Quick Links:

From the delivered User home page, you can select the Quick Links bar on the homepage, select the "Invitation Console"  through the Quick Links bar located below the banneroption.  

Home Page with Quick Links


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The Invitation Console page comprises several key sections , including for the Search Filter, Quick Filter, the "Export to Excel" option and search results containing invitation details displayed for the selected search criteria.  The data displayed within the console is based on 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. 

FurthermoreAdditionally, the availability of the "Export to Excel" button is dependent upon the configuration of will be visible below the search fields if the logged-in user's role. Specifically, the button becomes visible if the user's role has been enabled for data export capabilities. Users user’s role is configured for the data export feature. Users with multiple roles will have access to the data export feature in the Invitation Console this console as long as they hold at least one of the following roles: HR Specialist, I-9 Specialist, or E-Verify Specialist, and if any of these roles is configured with such capabilitiesthis capability.





Invitation Console with "Export to Excel"


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When there are many New Hires in the system, you can use search filter options to quickly find transactions specific to a criteria. Next to the field, you can change the search option to specify how you want your text to be perceived.

Note: Please note that only Only 1000 rows are displayed in the Invitation Console, with the most recent Invitation ID on at the top.   If more than 1000 rows exists exist and there is a you need to access the earlier invitations, then you may have need to specifically perform a specific search for that transaction or use the Keyword Search located at the top right of the window.


Field

Behavior

First Name

  • Filter by first name
  • Selecting "begins with" will search for the beginning of the First Name for the letter(s) that you enter
  • Selecting "contains" will search for any of the First Names that has the letter(s) that you enter

  • Selecting "equal to" will search for the First Name that is exactly what you type in

Last Name

  • Filter by last name
  • Selecting "begins with" will search for the beginning of the Last Name for the letter(s) that you enter
  • Selecting "contains" will search for any of the Last Names that has the letter(s) that you enter

  • Selecting "equal to" will search for the Last Name that is exactly what you type in

Business Process Status

  • Filter by where the New Hires are in their processHire's process status

  • This field is probably the most helpful if you need to see which New Hires are in process process is in progress, terminated, completed or have problems with their process

  •  These are all of the choices for process status, and therefore there is only one option of Only one search option available to search for the process status
    Image Added
  • Selecting "equal to."
    Image Removed" will search for processes that match the status you selected 

Invitation ID

  • Filter by the New Hire's ID #
  • Selecting "equal to" will show you just the New Hire that you selected from the ID list
  • Selecting "between" will generate another search box

  • Click on the lookup and select from the list of New Hires
Start Date
  • Filter by the New Hire's start date
  • Selecting "equal to" will show you the New Hires that start on that specific date
  • Selecting "between" will generate another search box
  • Selecting "greater than or equal to" will show you the New Hires that started on that specific date or later
  • Selecting "less than or equal to" will show you the New Hires that started on that specific date or earlier


In this example, the search results are filtered by Start Date.




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Export to Excel

If the logged-in user's role has been is configured with export functionality, they'll find the user will see the "Export to Excel" button within the console. Users  Users with multiple roles will have access to the data export feature in the Invitation Console as long as this feature if they hold at least one of the following roles: HR Specialist, I-9 Specialist, or E-Verify Specialist, and if any of these roles is configured with such export 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. 





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 Excel file is given shown below. For downloads from the Invitation Console, apart from the the Invitation Console, the file will include not only the result columns displayed on the page , standard Attribute information (i.e. but also standard attribute information (such as Company, Business Unit, Department, Location, Job Code) and invitation additional attributes will be as columns in the file. In any additional invitation attributes as columns. Additionally, the top row , of the file will display the search filters applied in obtaining to obtain the results is also displayed.





Example of an invitation with additional attribute information:





If multiple filters are applied in the search, a sample downloaded file is given below:multiple filters are applied in the search criteria, the Excel file will display all the search filters applied to obtain the results.


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Search Results

Based on the search criteria selected in the Search Filter/Quick Filter, the invitation details will display in the search results. Only the first 1000 rows can be seen in the search results. The details of the search results include the following fields:

Invitation details

Field

Behavior

Invitation ID

  • New Hire's distinctive ID #
  • Clicking on this will pull up the New Hire's personal information and job information
Name
  • New Hire's name
Start Date

  • The date the New Hire started

Invitation Status
  • The status of the New Hire's invitation - Created, Launched, In Progress, Completed & Terminated
    Note: This is different from Business Process Status which helps you to understand where the New Hires are in their process or if any actions are taken to resolve the issues associated with the New Hire's process.


View Process


  • The "process" refers to the onboarding process, and "View Process" shows you the list of activities in the process and their status details

View Historic Process

  • It shows the complete process history for that New Hire

Info and Actions
  • Clicking on "Info and Actions" will pull up tabs for New Hire information and process actions. The actions will vary depending on the Invitation Status.
    

View Process





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. 

Note: 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. 




Activities that are routed 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.




If the process has no activities routed, then the process gets auto completed and the invitation status shows as "Invitation Complete". The process viewer page for such transactions shows as below.

Since there are no activities in the process, there are no items to download and the "Download" button is not available in the process viewer.

Example: Process Viewer for an I-9 Process with no activities routed



Info and Actions

Clicking on the "Info and Actions" link will pull up tabs for New Hire information and process actions. 

Information

The Information tab includes Start Date along with other fields like Job Code, Business Unit, Department, Location, Company , Business process status and Onboarding Status. 

Info and Actions → Information



If revised start date exists for the transaction, then the "Revised Start Date" field also displays under the Information tab.




Additionally, if the invitation has additional attributes which are added as the free-form attributes through the setup and these attributes have associated values, they will also be displayed on the Information tab. However, if no values are present for these attributes, the fields will not appear. The free-form attributes can be configured only by the service provider (Smart Onboarding Support Team) upon request by the customer. Click here for more details  

Below is an example of an invitation with additional attributes:

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When values exist for these additional invitation attributes, the fields and their corresponding values will be displayed in the Information tab as shown below:





Actions

The actions displaying under Actions tab will vary depending on the Invitation Status. The purpose of each action is explained in detail in the subsequent sections.

Info and Actions → Actions



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The search results are displayed in pages with each page containing 10 rows by default. The number of rows displaying per page can be altered by selecting a different value in the "Rows per page" drop-down.

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To navigate through the search result results pages, you can 

  • use Use the "Previous" and "Next" buttons
  • click Click on the a page number tab or select the a page in from the drop-down menu and click on the "Go" button.



Using this This feature , makes it is easy to navigate to any page in the search results and review information for any New Hire's invitation.  

Below example shows navigating For example, you can navigate to page "9" of the search results by clicking on the "9" tab. To view the invitation details , and summary of new hirethe New Hire's Invitation, I-9 & , and onboarding, click on the desired invitation ID link and select the corresponding option. Similarly, you can view the process details and actions for the corresponding invitation by clicking on the respective links.




Clicking any

of the links except for

link other than "Info and Actions"

,

will open the corresponding details in a new window, while your search page remains open in the

previous

original window.

If you need to

To view additional information for the same invitation or access details for another invitation, return to your search page and click the

corresponding

appropriate console link, which will open the relevant details in a new window.

 However, clicking

Clicking the "Info and Actions" link will open a pop-up page within the same search page window for viewing information and performing actions

within the same search page window. Once

. After performing any actions

are performed

from "Info and Actions,"

,

the related activity

related to that action

will open in a new window, and the search

in the previous window

page will return to the first page.


How do you access New Hire's invitation details?

To access the details of a any New Hire Hire's invitation, navigate to the Invitation Console and click on the Invitation ID link .Click on the links - Review Invitation, Invitation Summary, Onboarding Summary and I-9 Summary to view the corresponding pagesfor the corresponding invitation.




Another way to access these details is through Keyword Search "Invitation" Category actions. For more details, please click here.

Review Invitation

In the Invitation Console, click on the Invitation ID and link, then select the "Review Invitation" option.

Invitation Console → Invitation ID → Review Invitation



The New Hire's invitation details display as below.

Invitation Details




Another way to view the invitation details is through Keyword Search actions. For more details, please click here.

Invitation Summary

In the Invitation Console, click on the Invitation ID link and , then select the "Invitation Summary" option. 




This displays the summary of the New Hire's invitation. When you click on the Invitation ID link on the summary page, it again opens the details of the corresponding invitation details as shown below (Review Invitation). 

Invitation Summary Page




Review Invitation



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Note: An additional section named "Attribute Information" will appear on the invitation summary if the invitation has additional attributes which have been added as the free-form attributes through the setup and these attributes have associated values. For more details on the Attribute Information section, please click here. However, if no values are present for these attributes, the "Attribute Information" section will not appear on the Invitation Summary page. The free-form attributes can be configured only by the service provider (Smart Onboarding Support Team) upon request by the customer. Click here for more details  


Onboarding Summary

This option is onboarding product specific and is available for New Hire invitations that have completed Employee Information (EBI) activity. (Note: This option feature is not available for the Smart I-9 product)

Click on the Invitation ID link in the Invitation Console and select ID link, then select the "Onboarding Summary" option.




The details of the page with New Hire's onboarding summary display details opens as below:

Onboarding Summary - Employee Details

Includes the New Hire's personal information, phone numbers (Home & Cell), home and mailing addresses, emergency contacts & self identification details.




Onboarding Summary - Payroll & Tax

Includes the Federal withholding, work state withholding, residence state withholding and miscellaneous details.





The Onboarding Summary can also be accessed through Keyword Search. For more details, please click here.

I-9 Summary

This option appears only when the I-9 ID is generated for in the New Hire's invitation process i.e when the I-9 Section 1 data is entered and saved/electronically signed by the New Hire.

Note: I-9 Summary can also be accessed through the I-9 Console. For more details, please refer to to the I-9 Summary page under the I-9 Console section.

To view the I-9 Summary, click on the Invitation ID link in the invitation Console and select , then select the "I-9 Summary" option.

Invitation Console - I-9 Summary



The I-9 Summary page displays as below. Tp To view the I-9 details, click on the I-9 ID link to open the I-9 detailson the summary page. 

I-9 Summary



Note: The I-9 page will open in read only mode and the users cannot perform any action from here. 

I-9 details



To view the I-9 audit details from the I-9 Summary page, click on the "Audit Details" link provided on top of the topsummary page.




The I-9 audit details page opens up as shown below.




Another option to access I-9 Summary is through Keyword Search actions. For more details, please click here.


What can you do on the process viewer page?

As an HR Specialist or Recruiter, you can download the signed forms and attachments, see what is needed to be completed and at what time all of these activities were initiated and completed. You can see which activities are locked and which can be accessed at the same time.

To open the process viewer for any invitation, click on the "View Process" link in for the Invitation Consolecorresponding invitation.




Another option is to access the "View Process" option is via the Invitation Summary. 




Click on the "View Process" clickable image on the invitation summary page.




The process viewer page with displays the process details, including a list of activities displays as shown below. The . To download signed forms & attachments can be downloaded by clicking and attachments for the entire process, click on the "Download" dropdown menu.

Process Viewer page



Download Signed Forms

Select this option if you want to download all of the New Hire's signed forms. When clicked, it starts downloading a .zip file.

Download Signed Forms



Click on the downloaded .zip file to view the signed forms.

Zip Folder



The signed downloaded forms will be downloaded as PDFs as shown belowin the PDF format.

Signed Forms as PDFs



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.

Process Viewer



Open the downloaded .zip file to view the attachments. The attachments will be in png PNG format as shown below. Click on each file to open the respective attachment.





If documents attachments uploaded during process activities have the same file name, a number will be appended to the name, as shown in the screenshot below.




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

Attachment



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




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.  

Download Packet



Opening the zip will display individual folders for each activity. Click  Click on the relevant folder to view the attached documents within the respective activity and the signed pdf form.








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