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Table of Contents

 

Implementing Smart OnBoarding Onboarding consists of a number of steps which must be done before you can begin to use the system.  This section lists the steps that can be done.  Details of how to do these steps are provided in the Smart OnBoarding Onboarding Users section and the How to Documents section.  Note that while many of these steps are mandatory at implementation time, they can also be changed later, as your needs change and you get more familiar with the system and how it works.

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Steps for setting up and using Smart Onboarding
  1. Organization Activation
  2. Invite/Create System Setup Administrative Users
  3. Create Content Revision(s) for Notification Templates
  4. Create Configuration Process Revision(s) for Notification Templates
  5. Create Content Revision(s) for Company Logos
  6. Set up Organization Theme(s)
  7. Set up Organization Contacts, Default Theme, Logos
  8. Create Content Revision(s) for Homepage content
  9. Configure Homepages and Themes (Branding)
  10. Set up Authentication Scheme Preferences
  11. Set up Attribute Preferences
  12. Create Configuration Process Revision(s) for HR attributes (or can use a spreadsheet to upload)
  13. Create Content Revision(s) for Onboarding onboarding process changes
  14. Create Configuration Process Revision(s) for Onboarding onboarding process changes
  15. Set up E-Verify
  16. Invite/Create Business Users
 

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The first step is creation of the organization and the first Tenant System Administrator user.  The first Tenant System Administrator then completes the Organization Onboarding, which opens up the organization for activity.

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Organization Activation
OrderRequired?TaskResponsible RoleBrief Description
1YesOrganization Creation

Service Provider (SmartERP)

  • A new Organization is created in the system
  • The Organization's designated representative is sent an email to Onboard themselves and their Organization
2YesInitial Tenant Admin System Administrator Self Registration

Tenant AdminSystem Administrator

  • The initial Tenant Admin System Administrator sets his login credentials
3YesTenant Admin System Administrator User Onboarding

Tenant AdminSystem Administrator

  • The Tenant Admin System Administrator must agree to terms of use
4YesInitial System Administrator Organization Onboarding

Tenant AdminSystem Administrator

  • The Tenant Admin System Administrator must agree to the Organization terms of use
     

 

Invite/Create

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Administrative Users

Once the first Tenant System Administrator has been set up and the Organization Onboarding has been completed, the Tenant System Administrator can invite additional users to help with the system setup.  Note that Configuration managers and/or Content managers are optional, as a Tenant System Administrator can perform all of the activities that these users do.

Create System Setup Administrative Users

 
Create System Setup Administrative Users - If your initial Tenant Admin System Administrator needs assistance!
OrderRequiredTaskResponsible RoleBrief Description
5NoInvite System Setup Administrative Users to configure the system

Tenant AdminSystem Administrator

  • If needed the Tenant Admin System Administrator can invite others to assist in configuring Smart Onboarding
  • The Tenant Admin System Administrator can do all Setup functions
6NoSystem Setup Administrative Users Self Registration

System Setup Administrative User

  • System Setup Administrative User(s) set their login credentials
7NoSystem Setup Administrative Users Onboarding

System Setup Administrative User

  • The System Setup Administrative User must agree to terms of use
     

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At this point in the implementation process you can make changes related to the notification templates, using a combination of Content and Configuration Process revisions.  You might also choose to use the delivered templates without modifications, in which case you will skip this step and the next step.

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Create Content Revisions
OrderRequiredTaskResponsible Role(s)Brief Description
8YesUse Content Revisions to add Content or modify delivered Content to be used in Notification Templates
  • Tenant Admin
  • Configuration ManagerSystem Administrator
  • Process Administrator
  • Content ManagerAdministrator
  • Images
  • Attachments
  • Notification Templates - modify the text and contents of many automated system notifications to suit your Organization's needs
     

Create 

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Process Revision(s) for Notification Templates

Configuration Process revisions are powerful tools for applying changes that were made in Content revisions to the Onboarding onboarding process.  They can also be used to set up attributes (key data elements) and to make changes to the activities in the Onboarding onboarding process.

After the content changes have been made for Notification Templates, they are applied using a Configuration Process Revision.  

Please refer to the Notification Templates section for details for how to modify Notification Templates.

Create Configuration Process Revisions

 

Create Configuration Process Revision

Order

Required

Task

Responsible Role(s)

Brief Description

9

No

Use a Configuration Process Revision to apply changes to Notification Templates

  • Tenant Admin

  • Configuration ManagerSystem Administrator

  • Process Administrator

  • Apply Content changes for Notifications

 

     

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Please refer to the Images section for details for how to add/modify images.

Create Content Revisions for Company Logos

Image Modified

 
Create Content Revisions
OrderRequiredTaskResponsible Role(s)Brief Description
8YesUse Content Revisions to add Company logo image(s)
  • Tenant Admin
    • Configuration Manager
    • System Administrator
    • Process Administrator
    • Content
    Manager
    • Administrator
    • Images

         

     

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    Set up Organization Theme(s) 

    If you like, you can change the colors and sizes from the delivered default 'theme'.

    Theme Builder

    Image Modified

     
    OrderRequiredTaskResponsible Role(s)Brief Description
    9NoTheme Builder
  • Tenant Admin
    • Configuration Manager
    • System Administrator
    • Process Administrator
    • Set up the colors and sizes for themes

    • Different entities within your organization can have different themes

         

     

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    Set Up Organization Contacts, Default Theme,

    ...

    Logos

     

    This step consists of specifying contacts for your organization, as well as selecting the themes and logos to be useddefault theme and logos for your organization.  This is done using the Organization Management page.

    Note:  If the Support Contact is not one of the System Setup Administrative Users that has already been added, you can Invite/Create Business User (see below) for this person at this point.  This user can be set up with or without System Access.  The information that is associated with this user shows as contact information in system emails.  The Support Contact's name, email, and phone shows up in many of the system notifications.

    Organization Management

     
    OrderRequiredTaskResponsible Role(s)Brief Description
    10NoOrganization Management
    • Tenant Admin
    • Configuration ManagerSystem Administrator
    • Process Administrator
    • Set up the organization name
    • Set up the organization contacts
    • Set up the default theme and theme driver
    • Set up the logos

         

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    At this point, you can use Content revision(s) to add or change the objects/content that will be shown on various users' Home pages.

    ...

    Create Content Revisions
    OrderRequiredTaskResponsible Role(s)Brief Description
    11YesUse Content Revisions to add Content or modify delivered Content to be used on the Homepages
    • Tenant Admin
    • Configuration ManagerSystem Administrator
    • Process Administrator
    • Content ManagerAdministrator
    • Images - make your Homepages or activities pop by adding any image you want
    • Attachments - present documents to the users on Homepages or during the Onboarding onboarding process
    • Text Catalogs - modify or create rich text content to present on Homepages or in certain Onboarding Activities
         

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    Configure Homepages

    The first Tenant System Administrator next should set up/modify the homepages for the system users.

    ...

    Configure Homepages and Themes
    OrderRequiredTaskResponsible Role(s)Brief Description
    1312NoConfigure Homepages
    • Tenant Admin
    • Configuration ManagerSystem Administrator
    • Process Administrator
    • Set up the Homepage layout and content for the Tenant AdminSystem Administrator, Users and New Hires
    • Add the content to make your Homepages colorful and filled with useful information for all users

     

    Set Up Authentication

    ...

    Preferences

    Some organizations may want to have users answer challenge questions and/or to authenticate their email or phone each time they log on, while others may not.  You can use this page to set up or change your authentication scheme.

    Set Attribute Scheme Preferences

     
    OrderRequiredTaskResponsible Role(s)Brief Description
    1413NoAuthentication Scheme Preferences
    • Tenant AdminSystem Administrator

    • Choose if you would like to use challenge questions and/or two-factor authentication for system users when they log in


         

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    OrderRequiredTaskResponsible Role(s)Brief Description
    1514NoAttribute Preferences
    • Tenant Admin
    • Configuration ManagerSystem Administrator
    • Process Administrator
    • Choose which key attributes will display and be prompted on key pages in the system


         

     

    Create

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    Process Revision(s) to Set Up Key Data (HR attributes)

    You can specify your HR attribute information either by adding them directly in the attribute section of a Configuration Process Revision, or use a Configuration Process Revision to upload the attribute information from a spreadsheet.  You can even do a combination of both methods, if you like.

    Create Configuration Process Revisions

     

    Create Configuration Process Revision

    Order

    Required

    Task

    Responsible Role(s)

    Brief Description

    1615

    No

    Use a Configuration Process Revision to make changes to the attributes

    • Tenant Admin

    • Configuration ManagerSystem Administrator

    • Process Administrator

    • Add or modify existing system data (attributes) like Company, Business Unit, Department, etc.

    • Note - attributes can also be added using an upload from a spreadsheet - see Mass Upload Attributes

         

     

    Create Content Revision(s) related to

    ...

    onboarding process changes

    At this point, you can use Content revision(s) to add or change objects that will be shown in the Onboarding onboarding process.  Examples would be adding or changing Smart Forms, attachments, and text catalogs. Also, you may want to set up Verification Vendor(s) and Background Check Vendor(s) at this point.

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    Create Content Revisions
    OrderRequiredTaskResponsible Role(s)Brief Description
    1716YesUse Content Revisions to add Content or modify delivered Content to be used in the Onboarding onboarding process
    • Tenant Admin
    • Configuration ManagerSystem Administrator
    • Process Administrator
    • Content ManagerAdministrator
    • Images - make your Homepages or activities pop by adding any image you want
    • Attachments - present documents to the users on Homepages or during the Onboarding onboarding process
    • Text Catalogs - modify or create rich text content to present on Homepages or in certain Onboarding Activities
    • Verification Vendor(s)
    • Background Check Vendor(s)
         

     

    Create 

    ...

    Process Revision(s) to modify the delivered business process to reflect your organization's business process.

    It is very likely that your business process will not exactly match the Model business process that is delivered. There are many changes that can be made to tailor the process that the new hire sees to match your needs.

    Create Configuration Process Revisions

     

    Create Configuration Process Revision

    Order

    Required

    Task

    Responsible Role(s)

    Brief Description

    1817

    No

    Use a Configuration Process Revision to make changes to the Onboarding business process

    • Tenant Admin

    • Configuration ManagerSystem Administrator

    • Process Administrator

    • Modify or add Activities into the Onboarding Process

    • Set criteria for Activities (for example, if only certain users are required to complete certain activities)

       

         

     

    Set Up E-Verify

    Smart E-Verify is a ceritifed solution that seamlessly integrates with the Department of Homeland Security and the Social Security Administration to verify a new hire's eligibility to work in the United States.  Use of this feature is optional.

    Set Up E-Verify

    Order

    Required

    		TaskResponsible Role(s)Brief Description

    1918

     USA

    DHS setup for E-Verify

    • Tenant System Administrator

    • E-Verify AdministratorSpecialist

    • Create Configuration Process Revision to add the Complete I-9 and E-Verify activities to the business process

    • DHS Client MOU registration procedures

    • Smart I-9 DHS Client Setup
         

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    Invite Business Users - (Same as Invite System Setup Administrative Users)

    Order

    Required

    Task

    		Responsible RoleBrief Description
    2019

    Yes

    Invite Business Users to use the system: HR AdminSpecialist, Recruiter, I-9 AdminSpecialist, E-Verify AdminSpecialist, Help Desk

    Tenant Admin

    		Tenant Admin

    System Administrator

    • System Administrator creates invitations to business users

    2120

    Yes

    Business Users Self Registration

    Business Users

    • Business User(s) set their login credentials

         

     

    Invite/Create New Hires

    After the business users have been set up, new hire onboarding can begin.  This process starts with a HR Administrator Specialist or Recruiter inviting the new hire, and continues through the completion of the new hire's onboarding process.

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    Invite New Hires

    Order

    Required

    Task

    		Responsible RoleBrief Description
    2221

    Yes

    Invite New Hires to use the system

    HR Administrator Specialist or Recruiter

    • HR Administrator Specialist or Recruiter creates invitations to new hires

         


    What aspects can an Organization control in Smart

    ...

    Onboarding?

    Smart ERP delivers many 'out of the box' features, but Onboarding is extremely configurable.  As an Organization you can control a lot!

    Configurable Aspects 
    Onboarding Process
    • Smart ERP provides a basic Onboarding onboarding process as a starting point but your organization can tailor it to your own business requirements
      • Change the wording on required activities
      • Add new Activities to the Onboarding onboarding process, such as company-specific policies
      • Create criteria to control which users need to complete certain activities. For example, only New Hires located in California need to complete California policies and tax forms
      • Smart E-Verify is a ceritifed solution that seamlessly integrates with the Department of Homeland Security and the Social Security Administration. Use of this feature is optional.
    Homepages and Themes
    • Use the provided tools to create Hompages based on Role, Company, Business Unit, Department or Location
    Email Notifications
    • Modify the content of system-generated notifications including the Invitations to Onboard
    Data Collection
    • Use Attributes to define and capture any data element you want
    • Common Attributes are Company, Business Unit, Department and Location but there are many more available, including self-defined data elements
      

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    There are a few things that are mandatory and cannot be modified in Smart Onboarding.

    System Security 
    User Profile Management
    • Smart Onboarding controls the pages used to maintain a user's name, address, phone number and email address
    • Users may change their profile information, but the structure and fields cannot be changed
    Self Registration
    • Self Registration is the same for all users of Smart Onboarding

    Password/Sign-on Rules
    • Smart Onboarding has defined the Password rules, including strength and expiration
    • You can set Authentication Preferences (using/not using challenge questions and two-factor authentication)
    User Onboarding
    • All Users are required to consent to Smart Onboarding terms of use
      

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