The Collaboration option in Smart Onboarding allows users to post comments and share information. Collaboration can be of process level and activity level. It can be done accessed through process viewer or from the process activities.
Who can collaborate at the process level?
Process users such as HR Specialist/I-9 Specialist can have process level collaboration through process viewer.
How do you collaborate through process viewer?
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(Note: The user who created or launched the invitation will be automatically added to the watch list. Since the HR Specialist has created the invitation here, he/she is automatically added to the watch list and the option "Remove from the watch list" is shown in the related actions. To watch or unwatch the invitation, use actions "Add to the watch list" / "Remove from watch list" on the invitation.)
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The process viewer page displays as below.
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To enter a comment, click on the collaboration gadget at the top of the view process page, underneath the candidate's name, job and start date. Comments can also be entered in the candidate's pending activities by clicking on the Collaboration icon next to them.
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Enter a comment and click "Submit".
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The comment submitted in the previous step gets updated in the Collaboration page as shown below:
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The collaboration gadget indicates there is a message.
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This can also be viewed by the candidate in their View Process page after the completion of Electronic Disclosure activity. On the candidate's Home page, click on "View" link under "Process Snapshot" to navigate to process viewer.
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In the process Viewer, click on the Collaboration gadget.
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The comments posted by the HR Specialist is shown here.
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The candidate can post and submit comments from here their Process Viewer as well.
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The message These messages can be seen by the HR Specialist in their process viewer Process Viewer page as given below.
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Access via Consoles
Another way to access process viewer Process Viewer is via regular consoles - Invitation console and My Tasks and Invitation console. An example of accessing process viewer through "My Tasks" is shown below.
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| Invitation Console |
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| My Tasks |
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How do users collaborate from their process activities?
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| Collaboration Gadget in Electronic Disclosure |
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When the gadget is clicked, a pop up window opens with all the previous comments in the activity (if any) and allows candidate to enter and submit comments if required.
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The comments submitted by the candidate in each activity can be seen in the process viewer by clicking on the collaboration gadget next to the activities as shown below.
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To view all activities/process comments, click on "Show All Comments" link.
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This will display all comments by HR Admin and candidate as shown below. Clicking on "Show Activity Comments" will take you back to the activity comments.
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As a HR Admin/Specialist, you can use the collaboration gadget in the Process Viewer to view the comments submitted by the candidate in each activity.
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HR Specialist/I-9 Specialist
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| Collaboration gadget for the HR Specialist in "Verify Information" activity |
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How are the users notified of Collaboration activity?
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