The Collaboration option in Smart Onboarding allows users to post comments and share information. The option is provided at two levels, one is at process level and another at activity level. The process level collaboration is available only for the process users such as HR Specialist/I-9 Specialists where as the activity level collaboration is available to both process users and candidates.

Who can collaborate at process level?

The users who can view candidate's process have access to process level collaborationUsers can collaborate through process viewer page or from their process activities. By accessing the collaboration runtime page, the users can view the comments posted by other users in various activities of the process.

How do you collaborate through process viewer?

First, let us see how to navigate to process viewer. It can be done through different waysThe Collaboration icon is available for the open/completed activities in the Process Viewer. There are several ways to access the Process Viewer page.

Access via Elasticsearch 

In Elasticsearch, the HR Specialist/I-9 Specialist/E-Verify Specialists can view candidate's process through their category actions. A HR Specialist can view the process through "My Tasks" or "Invitation" actions whereas an I-9/E-Verify Specialist can view it through "I-9 Status", "I-9 Compliance" or "I-9 Life Cycle" actions.. 

Consider an example of a HR specialist accessing Process Viewer through Invitation actions.

Click on the Elasticsearch icon. Select "Invitations" as Category and enter invitation Invitation ID or name as search keyword and click on "Search" button. When the result show up, click on "..." to access invitation actions and select "View Process".

Note: The user who created or launched the invitation is automatically added to the watch list. Since the HR Specialist has created the invitation, he/she is automatically added to the watch list and the option "Remove from the watch list" is shown in the related actions in case if they want to unwatch. To watch or unwatch, you need to 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.

To enter a comment, click on the collaboration gadget icon at the top of the view process page, underneath the candidate's name, job and start date.

Comments can also be entered in the open/completed activities by clicking on the Collaboration icon next to them.

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A popup window opens as given below. Enter your comments in the text box under "Comments" and click "Submit" button.

The comment submitted in the previous step displays in the Collaboration page as shown below:

Once the comment is posted, the collaboration gadget indicates there is a message.

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 viewerProcess Viewer.

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In the Process Viewer, click on the Collaboration gadget.

The comments posted by the HR Specialist will be displayed from their Process Viewer page can be seen here.

The candidate can also post and submit comments from their process viewer pageProcess Viewer as well.

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These messages can be seen by the HR Specialist in their Process Viewer page as given below.

Access via Consoles

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Another way to access Process Viewer is via regular consoles - Invitation Console and My Tasks. 

How do users collaborate

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from their process activities?

Users can collaborate at the activity level from their process or runtime activities with the help of a Collaboration gadget. The gadget is available for the candidates in their process from Electronic Disclosure and for the process users will have the gadget available (HR Specialist/I-9 Specialist/E-Verify Specialist) in their process activities. 

Candidate:

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Each activity of the candidate's process has collaboration gadget available at the bottom right corner of the page. Candidate can post comments beginning from Electronic Disclosure.

When the gadget is clicked, a small pop up window opens with all the previous comments in the activity (if any) and allows candidate to enter and submit comment if comments as required.

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and  sers with diferent role types can athe category used to access process viewer vary.s can view candidate's process viewer through different Elasticsearch Categories. All process users can access process viewer through Based on the role type, the process can If you . I you are a HR Specialist, it can be viewed through My Tasks or Invitation actions through Elasticsearch. I-9 specialists can view process,  to process viewer, use Elasticsearch option given at the top right menu. 

process users who have access to view the users with roletypes who s There are two ways how a user can 

Who can access activity level collaboration?

How do candidates enter comments  

Process users should be able to collaborate at both process level and activity level
User who launches the process/recruiter should be added to watch list by default
Watch list users should be notified when a comment is entered. Users who entered prior comments in respective process/activity also should be notified. This is similar to any collaboration app like JIRA/Teams

• We support process level collaboration and anyone one that can get to the view process for the candidate can see process level collaboration
• Any action level collaboration is strictly based of access profiles. If you are readonly/edit, you will be able to collaborate
  *Any time collab activity is added, people under "WATCH" list will get auto-alert pushed to them that they can see in the alert inbox
• Invitation creator/invitation launcher are auto-added to WATCH list

To watch, unwatch, you need to go to invitation console and use the watch/unwatch actions

HR entered  

To view all activities/process comments, click on "Show All Comments" link. 

This will display all comments posted by other users as well. When "Show Activity Comments" is clicked, the page displays the comments only specific to that activity.

If the process users want to see the comments submitted by the candidate, they can access the Process Viewer and check the collaboration gadget for each candidate's activity. 

HR Specialist/I-9 Specialist/E-Verify Specialist

For process users the Collaboration gadget is available in their process activities. Click on the gadget to post comments.

These comments can be seen by other process users via activities/process viewer page.

How are the users notified of Collaboration activity?

Any time a collaboration activity is added, users under watch list will be notified by an alert. Generally, the user who has created or launched the invitation will be automatically added to the watch list.

In this case, since the HR Specialist has created the invitation, he/she is automatically added to the watch list. 

When the user is added to the watch list, they will see "Remove from the watch list" option in their Elasticsearch Invitation actions or "Unwatch" option in their Invitation Console actions.

To watch or unwatch the invitation, they can use "Add to the watch list" / "Remove from watch list" options from the Elasticsearch actions or "Watch/Unwatch" options from the Invitation Console actions. 

However, when a process user enters a comment in any activity, candidate does not receive alert but the Collaboration gadget for that activity indicates there is a message, after candidate refreshed refreshes the page.
Candidate does not receive a alert at all if he/she does not participate in collaboration, even HR entered a comment in each candidate's pending activity.
HR or I-9 Specialist (added to watch list) would receive alert in real-time (without refreshing the page).
HR entered a comment to the collaboration gadget at the top of the view process page, underneath the Candidate name, job and start date. Candidate will not see that gadget until he/she completed the Electronic Disclosure activity and access the View Process page.Unless Candidate initiates the conversation, they will not become participants of the thread. Once HR comments are reviewed and further collaboration happens from candidate side, they will start receiving alerts. 

The candidate will receive alerts only when they initiate the conversation and further collaboration happens from the process users.