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The Invitation Interface feature allows users to effortlessly create and launch multiple invitations at a time through two convenient methods: bulk bulk uploading of candidate information from either via a "file" or a "provider" option, or manual entry of manually entering invitation details directly into the designated grids on the page. With this This functionality , allows users have the flexibility to integrate seamlessly integrate with third-party providers , by extracting candidate information directly from their systems , or importing data from a file to create and launch multiple invitations.In
For scenarios
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involving a
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large volume of candidate data
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, it is recommended to use this method. Users can input the data into a spreadsheet and
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upload the
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file into the system.
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The file
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must be in .csv format and
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follow the field order
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specified on the Invitation Interface page.
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If the field order differs, a downloadable
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spreadsheet template
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with
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the correct field sequence
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is provided to help avoid errors due to
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mismatched fields during file uploads.
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Who can access the Invitation Interface setup?
The users with the following
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roles are allowed to access the Invitation Interface setup.
| Product | User roles allowed to access Invitation Interface |
|---|---|
| Smart Onboarding | Recruiter |
| Smart I-9 E-Verify | I-9 Specialists |
How do you access the Invitation Interface?
The Invitation Interface can be accessed through the menu icon.
Product: Smart Onboarding
Click the menu icon
in the top left corner of the page
, then select the "Invitation Interface"
option under the Invitations section in the navigation menu.
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Product: Smart I-9/E-Verify
Click the menu icon
in the top left corner of the page and select "Invitation Interface"
under Invitations, or click
the "Invitation Interface" link
in the Quick Links bar.
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The Invitation Interface page looks like below.
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How to create mass invitations by importing data from a file?
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Creating mass invitations using candidate information from a file
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involves two steps:
- Importing the candidate's personal and attribute data from
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- the file.
- Copying the job-related information from a previous invitation.
Step 1: Importing the candidate's personal and attribute data from
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the file
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Choose the source to import the invitation information.
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The Invitation Interface page
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offers two options
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: "File" and "Provider."
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Select the "File" option from the dropdown list.
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Next, upload the .csv file
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containing multiple rows of candidate data.
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The file should include personal and attribute data, with the field order
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matching the fields on the page.
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Personal data should include the following fields
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: First Name, Last Name, Start Date, Phone Type, Telephone, Email Type
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, and Email ID. The attribute data can
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include up to three attribute descriptions and their corresponding values.
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Attribute fields are optional and
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can be used if additional information is required on the invitations.
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|
| Attributes |
|---|
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If the file with this specified format is not available, click
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the "Download Template" button
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to download the template.
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Open the downloaded file.
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The file format looks like below.
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Enter information into the fields for the new rows you
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plan to create in the file.
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Ensure that the
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Start Date is within 120 days from the current date and
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not more than 60 days prior
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. Otherwise, the field may
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show an error during file import. Details about field errors are
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provided below.
Adding attribute descriptions and values
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is optional. If no value or description is
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provided for
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an attribute
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, that attribute will not be imported from the file.
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Save the file with a new name.
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Now close the .csv file and click "Upload File" on the Invitation Interface page.
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Click
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the "Choose File" option.
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Select the file that you just created and click "Open".
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The file gets attached as shown below. Click the "Upload" button.
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After uploading the file
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, the "Import Data" button
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will appear on the page. Click
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this button to import the data from the uploaded file
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.
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This action will import the invitation information from the file and
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display it on the page.
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The data entered in the newly created file
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will be shown here.
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If you need to add more rows manually, click the "Add Invitation"
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option located at the bottom of the Invitations section.
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To view the attribute data, click
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the "View Attributes" button.
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The attribute information provided
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in the file will
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be displayed. To
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return to the personal data fields, click
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the "View Personal Data" button.
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If the Start Date of any invitation
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in the file exceeds 120 days from the current date or is more than 60 days prior
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, the Start Date field will display an error as shown below.
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You can verify the error log by accessing "View Logs" via the "Actions" hyperlink
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. If the Start Date exceeds 120 days from the current date, the log file will display the following message:
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If the Start Date is more than 60 days prior to the current date, the log file will display the following message:
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If the Start Date is modified to an invalid value after importing the file, the following error messages will be displayed on the page.
| If the Start Date exceeds 120 days from the current date |
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| If the Start Date is more than 60 days prior to the current date |
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Additionally, the information entered in the First Name, Last Name, Phone
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Type, Telephone, and Email ID fields
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is validated, and
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error messages are
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displayed for any invalid entries.
If numbers or special characters are entered in the name fields:
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If the phone number is invalid:
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If the email ID is invalid:
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If "SMS" is configured as the only delivery method for two-factor authentication in the organization, invitations can only be created using a USA phone number with the "Cell" type.
If any phone type other than "Cell" is selected, attempting to perform the "Create" or "Create and Launch" action through "Actions" will result in the following error message being displayed on the page.
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Similarly, if a phone type other than "Cell" is selected for any invitation and an attempt is made to create or create and launch invitations using the respective buttons at the bottom of the page, the process will fail and invitations will not be created.
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You can click on the "Go to Process Monitor" hyperlink to view the process details.
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You will see the run status as "No Success." To view the logs and get details about the error, click on the "Details" hyperlink on this page.
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Select "Message Log" under the Actions section on the Process Detail page.
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The error can be viewed on the Message Log page.
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Step 2: Copying the job related information from a previous invitation
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You can use the "Copy From Invitation" functionality on the Invitation Interface page
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to use any previously created invitation as a template
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for populating job-related information on
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new invitations.
Note:
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It is essential to have a model invitation created in the system
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before using this functionality.
The "Copy
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From Invitation" field is required when
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creating and launching invitations either individually or in
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bulk. If this field is left blank, the following error message
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will be displayed on the page.
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Click
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the lookup icon for "Copy From Invitation" and search for the invitation. From the search results, select the invitation
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you want to use
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to copy the job related information.
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| Lookup icon |
|---|
|
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The model invitation that is selected populates on the page.
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After selecting the invitation(s), click
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one of the following options: "Create Invitations" to create the invitations without launching, or "Create and Launch Invitations" to create and launch the invitations.
The buttons "Create Invitations" and "Create and
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Launch Invitations" will
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appear on the page as soon as you select the checkbox for one or more invitations.
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You can either click the "Select All" button to choose all
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invitations at once or individually click the checkboxes next to each invitation row.
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Another option to "Create/Create and Launch" invitations is through "Actions". These actions can be performed individually for each invitation row.
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If mass invitations
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need to be created, select the invitations and click
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either the "Create Invitations" or "Create and Launch Invitations" button as needed. (In this example, the "Create and Launch
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Invitations" option is selected.)
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When the invitations are being processed the page shows as display only. Click
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the "Go to Process Monitor" link to view the process status.
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Note: You can also access Process Monitor via the navigation menu
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on the left.
| Smart Onboarding Product |
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| Smart I-9 Product |
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The Run Status initially
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displays as "Queued" and "Processing," and
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will change to "Success" once the process has completed successfully
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.
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After this, the newly created invitation(s)
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will be available in the Invitation Console or
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under the "Invitations" category in Keyword Search.
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For more details on viewing invitations via Keyword Search
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When selecting a model invitation for copying fields, not all fields from the model invitation will
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be copied to the newly created
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or launched invitations. The following
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limitations
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apply:
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Only the employment information will be copied from the model invitation
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; the Home Address will not be included.
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Onboarding Details from the model invitation
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will be copied
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to the
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new invitations, except for the value of the "Credit Check Required?" field from the Background Checks
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section. This field will be set to "No," regardless of
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its value in the model invitation.
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If the invitations in the batch require a credit check, create the invitations using the Invitation Interface
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, then update the Home State and Credit Check details
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by accessing them through the Invitation Console. For details on accessing invitations via the
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Invitation Console, please click here.
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After editing the details, launch these invitations via the Invitation Console. For more
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information on
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launching invitations through the Invitation Console,
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please click here.
If the "Credit Check Required?" option is set to "Yes" in the selected model invitation, the following message
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will display when creating or launching invitations. If "Yes" is selected
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in the message, the invitations
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will be created and launched with the credit check defaulted
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to "No".
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3) If a model invitation
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includes an Employment Agreement
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that requires additional invitation data (Supplemental Attributes data),
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the Employment Agreement field
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will default to "No" when
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new invitation(s)
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are created
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or launched through this process. If any
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invitations in the batch
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require an Employment Agreement with Supplemental Attribute Data, create the
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invitations using the Invitation Interface
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, then update the Employment Agreement details
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using the
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Invitation Console. For
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information on accessing invitations via the
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Invitation Console, please click here.
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After editing the details, launch
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the invitations
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through the Invitation Console. For more
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information on
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launching invitations through the Invitation Console, please click here.
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If the Employment Agreement does not require supplemental attribute data,
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the Employment Agreement value
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will be copied to the newly created
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or launched invitations.
A message will display on the page
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if the model invitation
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includes an Employment Agreement
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that requires additional invitation data (Supplemental Attributes data).
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If "Yes" is selected
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in the message, the invitations
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will be created and launched with no value in the Employment Agreement field.
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How to get the invitation data from a provider?
Select 'Provider' as the source for importing the invitation data.
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Click on the Provider dropdown and select a
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name.
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Click
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the "Get Candidates
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" button.
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This will import the invitation information from the external provider.
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Now, click on the lookup icon for "Copy From Invitation" and select a model invitation from the previous invitations. This allows you to use any previously created invitation as a template to populate
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job-related information on the new invitations.
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Note: It is essential to have a model invitation created in the system
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before using this functionality.
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The "Copy
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From Invitation" field is required when
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attempting to "
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Create Invitations" or "Create and Launch Invitations", whether individually or in
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bulk. If this field is left blank, the following error message
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will be displayed on the page.
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The model invitation that is selected populates on the page.
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Now, select the invitation(s)
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, then click
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one of the following options: "Create Invitations" to create the invitations without launching, or "Create and Launch Invitations" to create and launch the invitations.
| "Create Invitations" button/action |
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| "Create and Launch Invitations" button/actions |
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Does the Invitation Interface support entering invitation data manually?
The Invitation Interface also allows
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for manual entry of invitation data
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directly into the designated grids
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on the page.
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Without selecting
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a source for importing
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data, simply enter the information
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needed to create the invitations. To add empty rows for
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data entry, click
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the "Add Invitation" button.
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This will add new row to enter the invitation data. Add as many invitation rows as you want by
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using the "Add Invitation" button.
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