| Table of Contents |
|---|
This connector is provided to the customers with an HR instance who have opted only for only the E-Verify activity on the cloud. It integrates between the HR instance and with the cloud and pushes the I-9 process completed employee data from the HRMS to the cloud for the E-Verify processing. This
The integration includes a process in the HR system (SM_CC_INVSYN)
...
that can be scheduled to run
...
daily or at a desired interval/
...
recurrence. This process enables the batch creation of invitations in the cloud for
...
employee records with completed Form I-9 Section 1 and Section 2. Along with the Invitation ID, the Form ID, I-9 ID, and I-9 Master data are
...
generated for
...
these employee records and
...
pushed to the cloud instance for DHS verification
...
.
Note: The process
...
described below provides a reference for running the batch process (SM_CC_INVSYN) from a PeopleSoft environment.
...
This is specific to on-prem customers who have opted for only E-Verify activity on the cloud.
How to run the process for
...
creating invitations?
Navigate to Main Menu >> People Tools >> System Process Requests. Click "Add a New Value" and , enter the "Run Control ID" . Clickand click "Add".
|
To submit the process request click "Run".
|
Select the process and click OK (given at the bottom of the page).
|
Navigate to the Process Monitor to view the process details.
|
After the process is run runs successfully, :
- an An Invitation is created for the employee in the cloud Instanceinstance.
- all All the I-9 details (Form I-9 section Section 1 & Section 2) from the PeopleSoft HR records is are pushed to the cloud, and a unique I-9 ID is createdafter successful creation of generated.
- Once the I-9 ID is successfully created, the invitation is launched, and the business process is initiated making these . These transactions then become available for the to business users in “My Tasks” the "My Tasks" console for initiating the E-Verify processing.
What happens if there is an error in the creation
...
of an Invitation ID or I-9 ID?
The invitations that are errored after running Invitations that encounter errors during the process , will not be pushed to the cloud instance. This also includes the invitations that have where the Invitation ID is created, but the I-9 ID is not formed because of the wrong due to incorrect data entered in the Form I-9 for the employee. These employee records will not make it be pushed to the cloud as they get are deleted in from the HR instance. Provide correct
To prevent this issue, ensure that accurate employee data in is provided in Form I-9 Section 1 and Section 2 so that the employee's transaction will be is successfully pushed to the cloud instance when the process runs is run in the PeopleSoft environment.
When does the invitation gets auto terminated?
When the process ( (SM_CC_INVSYN ) is run on the HR instance to create an I-9 Invitation, it checks if there is already any an 'in progress' invitation existing in the cloud for that Employee ID. If there exists another an existing invitation with the same Form IDis found in the cloud, and if that in-progress invitation is either in either the 'Unconfirmed Data' status or 'Awaiting DHS Verification' with errors, then the process gets will be auto-terminated. In another case
Additionally, if any prior invitation exists for the same Employee ID for which where the 'Create Case' action has not been triggered yet, then such those processes will also get terminated and be terminated. In both cases, a new invitation gets created. The new will be created, and the latest details from the HR gets instance will be pushed to the same I-9 Form ID and I-9 ID with , generating a new invitation.
Who can access the E-Verify activity in the cloud instance?
The users Users with the E-Verify Specialist role type can access the E-Verify activity in the cloud instance.
How
...
to access the E-Verify activity?
The E-Verify activity can be accessed under from the "My Tasks" of console by the E-Verify Specialist.Login with the E-Verify Specialist role type.
To access it:
- Click on the
...
- menu icon in the top-left corner of the page and navigate to "My Tasks" under the Consoles section in the
...
- navigation menu, or
- Click on the "My Tasks" link in the Quick Links task bar located below the homepage banner.
...
|
This displays all the invitations with E-Verify activity pending. Click All invitations with pending E-Verify activities will be displayed in the My Tasks console. To open the E-Verify activity for a specific transaction, click on the "E-Verify" link for any invitation to open the E-Verify activitythe corresponding invitation.
|
The E-Verify page opens as shown below.
...
Scroll down on the E-Verify page, enter case creator's details and click on the "Create Case" button to proceed with the E-Verify processing.
|
Another way to navigate to access My Tasks is via Elasticsearchthrough the Keyword Search:
- Click
...
- the "
...
- Keyword Search" icon
...
- .
- Select "My Tasks" as the search category.
- Enter "All" in the Keywords field, or
...
- if you know the specific Invitation ID, you can enter that
...
- instead.
- Click "Search" to retrieve the results.
|
The transactions matching to the search criteria with pending E-Verify activity across all the business processes appear under My Tasks. Click on will appear in the search results. Click the "I-9 Processing - Only E-Verify" .This will display the records of only link for the corresponding invitation to access its E-Verify processing. Click on the invitation ID link to open the activity.
|
How to send back
...
employee records for correction from the E-Verify activity?
When incorrect data is entered in Form I-9, it can be corrected by adding new effective-dated rows in both Section 1 and Section 2. Once the I-9 is submitted, a new invitation is created in the HR instance for the these new effective-dated rows. When these effective dated rows are this data is sent to the cloud, it checks for the any prior invitation invitations existing in the cloud system. If a prior invitation exists and its process is running /or in - progress, and the E-Verify state is in "Awaiting DHS Verification," or "Unconfirmed Data," or if errors are encountered while creating the E-Verify case, then it auto terminates the process is auto-terminated, and creates a new invitation followed by I-9, considering is created using the latest effective-dated row data.There is also another feature available to the
Additionally, E-Verify Admins/Specialists have the option to correct the I-9 data directly from the cloud instance within the E-Verify activity using the "Send Back for Correction" option. This
...
action automatically
...
terminates the invitation in the HR instance. This option will only be available
...
if errors are encountered while creating the E-Verify case or if the "Unconfirmed Data" status is returned from DHS.
...
The detailed
...
processes for
...
these methods are explained below. These methods can be considered as manual methods, since the user interaction is required to terminate the processes from the E-Verify activity.
a) When
...
a DHS error occurs upon initiating the case on the E-Verify page, the "Send Back for Correction" button
...
will appear, along with the error message displayed at the bottom.
In the example below
...
, DHS errors occurred due to an invalid document number provided in Form I-9 Section 2 for the I-766 document type.
| E-Verify Page |
|---|
|
The When attempting to create the E-Verify case for such transactions, the following error shows up appears on the E-Verify case creation. Click on page. Click the "Send Back for Correction" button to send back return the employee record to the HR instance for necessary corrections.
|
Click on "Yes" to confirm on the below message.
|
The invitation process is will be automatically terminated, and the form details in the I-9 Master gets will also be deleted. The terminated status shows will be displayed for the invitation in the Invitation Console as below:and in the Keyword Search Invitations.
| Invitation Console |
|---|
|
| When the invitation is searched in Elasticsearchthe Keyword Search |
|---|
|
The terminated status can also be verified on the Process Viewer page. When you open the activity in process viewer (Click Process Viewer (by clicking on "View Process" invitation action in Elasticsearch the Keyword Search or the "View Process" link in the Invitation Console), you will notice see that the activity is terminated, with the status displayed as "Sent Back for Corrections.".
| Process viewer page |
|---|
|
| E-Verify page |
|---|
|
Correct the I-9 Section - 1 /and Section - 2 details for the Employee ID with a new effective date in the HR system and , then run the process (SM_CC_INVSYN). Note: To retain the same I-9 ID after using "Send Back for Correction", need to match ," ensure that the Date of Birth, SSN, and the Eligibility Type match. Then This will create a new invitation is created with the same I-9 Form ID and I-9 ID.
When you login log in as the E-Verify Specialist and check under "My Tasks" in console/Elasticsearchthe console or Keyword Search My Tasks, you will notice see that the E-Verify activity is available for this the employee with the corrected details.
| My Tasks Console |
|---|
|
| Keyword Search My Tasks |
|---|
|
Search in In the Invitation Console, the status of the new invitation created for the employee , you will notice a new invitation appearing with status as will be "Invitation Launched".
|
b) Another option to send back the employee record is from the E-Verify "Unconfirmed Data" page. When there are no DHS errors, the DHS case is created, and the state navigates process advances to the "Unconfirmed Data" stage. On this page, there is another an option provided at the bottom to send the employee record for correction.
...
Since the DHS case is created, the record can also be seen in transaction is also accessible from the E-Verify console as shown below.
| E-Verify Console |
|---|
|
When you scroll Scroll down on the Unconfirmed Data page , you will notice and click the "Send Back for Correction" link provided at the bottom. Click on this link to send back This action will return the employee record to the HR instance for correction.
|
Similar to the first scenario, in this case, the process gets is also terminated, and the Form I-9 Master data gets is deleted from the system. When Once the Form I-9 details are corrected and the process (SM_CC_INVSYN) is is run again, another invitation gets is created with the same I-9 Form ID and I-9 ID. This time, when the case is created, a new DHS case number is generated for the form.
...
The invitation status can be viewed by navigating to the invitation Console.
Click on the Menu icon menu icon in the top left corner of the page and select "Invitation Console" under the "Invitations" section from the menu navigation on the left or use navigation menu. Alternatively, you can use the "Invitation Console" link on in the Quick Links bar below the home page banner.
|
The Invitation Console page displays as shown below. The page includes Search Filter & Quick Filter options to search for the invitations and the invitation details with links to view the process and actions.
...
Search Filter
When there are many invitations in the system, you can use search filter options to quickly find a specific invitation. Next to the field, you can change the search option to specify how you want your text to be perceived.
...
Field
...
Behavior
...
First Name
...
- Filter by first name
- Selecting "begins with" will search for the beginning of the First Name for the letter(s) that you enter
- Selecting "contains" will search for any of the First Names that has the letter(s) that you enter
Selecting "equal to" will search for the First Name that is exactly what you type in
...
Last Name
...
- Filter by last name
- Selecting "begins with" will search for the beginning of the Last Name for the letter(s) that you enter
- Selecting "contains" will search for any of the Last Names that has the letter(s) that you enter
Selecting "equal to" will search for the Last Name that is exactly what you type in
...
Business Process Status
...
Filter by the process status
...
Invitation ID
...
- Filter by the employee's invitation ID #
- Selecting "equal to" will show the invitation that you selected from the ID list
- Selecting "between" will generate another search box to select the invitation range
...
- Filter by the invitation start date
- Selecting "equal to" will show you the invitations with that specific date
- Selecting "between" will generate another search box to select the date range
- Selecting "greater than or equal to" will show you the invitations with that specific date or later
- Selecting "less than or equal to" will show you the invitations with start date on that specific date or earlier
Quick Filter
Quick Filter is another way to quickly find a specific invitation or to get a list of invitations matching specific criteria.
Example: Quick Filter search by Invitation ID
...
Invitation Details
The Invitation Details include the following fields.
...
Field
...
Behavior
...
Invitation ID
...
- Distinctive ID # of the invitation
- Clicking on this will pull up the invitation information
...
- Employee's name
...
The employment start date
...
- The status of the invitation - Launched/Completed
...
...
Shows the process details with activities
...
Shows the complete process history of the invitation
...
- Only "Information" tab is enabled with business process details and status
View process
This page shows the activity present in the business process with status. In connector way of E-Verify process, only the E-Verify activity is present in the process (applicable only for Companies participating in DHS E-Verify).
The 
icon represents the process is initiated/routed but not completed and 
symbolizes a completed activity.
Examples:
Process Viewer with E-Verify activity initiated and routed:
...
Invitation Status in the Invitation Console:
...
...
The Invitation Status in Invitation Console shows as 'Invitation Completed'.
...
Note: In case if the process is not routed to the E-Verify activity (since the Company is not participating in E-Verify and there is no E-Verify setup configured in DHS Client Setup for the Company), then the process gets auto completed and the invitation status shows as "Invitation Complete" in the Invitation Console. One such example is given below:
...
The process viewer page for such transactions shows as below.
...
For more details on the Invitation Console, please click here.
|