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 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

This feature enables real-time collaboration, allowing process users and New Hires to exchange messages instantly. Users can collaborate through the process viewer page or directly within the process activities using the collaboration gadget. It allows users to view and respond to comments posted by others across various process activities.

How do you view and collaborate

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in the process viewer page?

Process viewer can be accessed through different waysThe Collaboration icon is accessible for both open and completed activities within the process viewer page. There are several ways to access this page.

Access via

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Keyword Search 

Using Keyword Search, HR Specialists, I-9 Specialists, and E-Verify Specialists can view a candidate's process through their category based on their role-specific actions. A An HR Specialist can view access the process through " My Tasks " or " Invitation " actions whereas an , while I-9 Specialist and E-Verify Specialists can view it through "via I-9 Status", " I-9 Compliance" , or "Employee I-9 Life Cycle " actions.. Consider an example of a HR specialist accessing

Example: Accessing Process Viewer through Invitation actions.Invitations

Click on the Elasticsearch icon. Select "Invitations" as Category and enter 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". You can also see "Remove from the watch list" option in the actions since the user is automatically added to the watch list. Users who are under watch list will receive an alert when any Collaboration activity is added.

(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, 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 collaboration gadget Keyword Search icon and choose Invitations as the category. Enter the Invitation ID or candidate's name as the search keyword, and click "Search". When the results appear, click the "..." icon on the corresponding invitation to open related actions, then select "View Process" from the menu.

The process viewer page for the selected invitation opens.

To collaborate and share comments with the New Hire, click the Collaboration icon at the top of the process viewer page, below the New Hire's profile details. You can also add comments in open or completed activities by clicking the Collaboration icon next to each activity.

A popup window opens, allowing you to enter your comments. Type your comments in the text box under 'Comments' and then click the '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 in process viewer indicates there is a message.

This can also be viewed by the candidate in their View Process process viewer page after the completion of Electronic Disclosure activity. On the candidate's Home page, click on The New Hire can access this by clicking the "View" link under in the "Process Snapshot" to navigate to process viewer.

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Click on the Collaboration gadget.

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The section on their homepage.

Clicking the View link directs the New Hire to the process viewer page. Here, they can click the Collaboration icon beneath their profile details to see comments made by the process user. 

In this example, the comments posted by the HR Specialist is shown can be seen here.

The candidate can post and submit comments from here as well.

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The message can be seen by the HR Specialist in their process viewer page as given below.

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New Hire can reply to these comments by entering their response in the comment field and submitting it.

The process user (in this case the HR Specialist) can view messages submitted by the New Hire on the Collaboration page using the Collaboration gadget on their process viewer page.

Access via Consoles

Another way to access the process viewer page 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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console. 

How do users collaborate from their process activities?

Users can collaborate from on their process or runtime activities with using the help of a Collaboration gadget. The This gadget is available for the candidates in to both candidates and process users throughout their process, starting from the Electronic Disclosure, which is the first activity for the candidate, and continuing until the end of the process users will have it in their process activities. process for process users (HR Specialist, I-9 Specialist, E-Verify Specialist) in all their activities.

Candidate:

Every 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 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 as required. 

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 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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, 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 the other process users in the 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.  

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However, when HR 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 Keyword Search Invitations 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 Keyword Search 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 refreshes the page. 

The candidate will receive alerts only when they initiate the conversation and become part of the conversation thread i.e when HR comments are reviewed and further collaboration happens from candidate sidethe process users.