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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. 

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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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".

Click on "Yes" to continue.

The confirmation message displays after the welcome email has been sent.

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While in Complete Job Details activity, the Start Date populated on the form can be revised to another date until the "Send Candidate Data to HR" activity is completed. For more details on changing the Start Date in Complete Job Details activity, please click here.

When this action is performed, the revised date will be updated wherever the Start Date is displayed such as in Keyword Search pages, Consoles, Invitation Summary, process activity page etc. Before performing this action, let us see some scenarios where you can check the invitation's Start Date:

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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.

Enter the new Start Date and click "OK".

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After the termination, the user whose process has been terminated will receive the following email.

Restart Activities

Restart Activity allows for The "Restart Activity" option allows a specific Onboarding onboarding activity to be redone in case if there is a mistake an error or new information.  This This action is available for invitations which are in progress status.   The activities available in the restart group that can be restarted will vary depending based on the user user’s role and how far along the New Hire is in the process, which is how many activities have been determined by the number of activities already completed.

Given below are the examples of restart activities for HR Specialist and I-9 Specialist role types.

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Enter your comments and click "Submit".

Click "OK" on the message to confirm the action and continue.

This confirms the activity/activities have been restarted. Click "Close" on the message.

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For an I-9 Specialist, the activities available under restart group are different from a the "Restart Group" differ from those available to an HR Specialist. These activities are include "Restart EBI" and "Restart I-9 Section 1.".

Let us Let’s consider a New Hire process with where the onboarding status is the same as in the above example i.e verify information , with the "Verify Information" activity completed. This makes it easy to compare the activities between the two provides a clear comparison between the activities available to both role types.  Select To proceed, select "Restart Activities" under from the actions menu.

The activity restart page displays as below.

Select from the "Restart Group" drop-down which activity you want to restart. Note that the activities available here are different from that of the HR Specialist.

Enter the reason for restarting the activity in the "Comments" section and click "Submit".

Click "OK" on the message to confirm the action and continue.

This The following message confirms the activity/activities have been restarted. Click the "Close" button to return to the Invitations page.

You will notice the change in the New Hire's process status when you refresh the search results.

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An email will be sent to the New Hire informing the restart of activities. The New Hire must login to their onboarding process and complete the restarted activities again.

Process Insight

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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.

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).

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.

Activities:

Click on each step to expand the activity details.

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Opening the zip file will display individual folders for each activity. Click on the relevant activity folder to view any attached documents within that activity, as well as the signed PDF form.

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