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The Smart Checklist is an optional activity in the onboarding process that helps track external tasks, set reminders, and manage document collection. By using Smart Checklists, you can ensure that users complete specific tasks, such as uploading or downloading documents. These checklists are user-specific and can be placed at a particular step in the onboarding process. They can also be configured based on department, location, or other relevant attributes.

The Smart Checklist must first be added through a Content Revision and then incorporated into the business process via a Process Revision to make it available as an activity within the process.

How do you create a Smart Checklist?

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When ‘Enable Admin Checklist’ checkbox is selected, a corresponding review activity for the defined participant pool will be created after the revision is applied and the activity will be available in the process revision to configure in the process.

Enter a "Task" that tasks that the participant pool has to do.

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Return to the revision page by clicking the "Return to Manage Revision" button and apply the revision.After  After creating the Smart Checklist, add it to the process configuration through a Process Revision for the activity to be available to specified specific users in the process.

How to include a Smart Checklist in the onboarding process?

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On this page, find a place where you want the Smart Checklist to go. This can be any place that has an "Add" option. Note: It must be a process that the selected Participant Pool can access ("participant pool" is specified on the Smart Checklist Page while defining or modifying a Smart Checklist).

Click "Add" under a the specific step.

A page opens with the list of all actions available to add. Select the Smart Checklist(s) that you want to add in the process.

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In the below example, "Route if criteria is met"  is is checked. Click on the Process Variable lookup icon to select the criteria for routing.  The criteria can be as simple or complex as you would like. 

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Similarly, if checklist is configured for admins while defining the checklist, then add it to the process in the appropriate step under HRE HR Tasks, define its route criteria and save.

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Based on the checklist criteria, the activity will appear in the process for the participant pool (i.e New Hire),

If documents are marked as required while configuring the Smart Checklist, they must be attached by the New Hire before checking the document.

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The attached file shows on the Task Details page as shown below. Click "OK" to return to the checklist activity. The documents attached by the New Hire can be viewed or updated by the HR Specialist via HR admin checklist.

Note: These uploaded attachments can be viewed or downloaded when the signed forms or attachments are downloaded by the New Hire or HR/I-9 Specialists through their process viewer page. For more details on downloading the attachments, refer to the last section on this page.

The uploaded document will be checked in the Smart Checklist as shown below. Uploading other documents that are not marked as required is optional.

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The selected Smart Checklist details will be available for editing.

Modify the checklist as required necessary and save. Here, a new task is added to the checklist. 

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The modified Smart Checklist displayed in the process for the New Hire looks like below:

Can

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admin users attach documents through their process checklist?

Business users can also upload documents using the checklist. They When the checklist is enabled for admin users with a specific role, those users will see the checklist activity in their process. While completing the checklist activity, they can either provide a revised version of an attachment already previously submitted by the new hire or add a new attachment for a specific task.To add a new documentif the task allows uploads. Attachments deleted from the checklist will not appear in the signed forms or attachments downloaded through the process. Only newly added or updated attachments will be included in these documents. For more information on downloading checklist attachments, refer to the final section on this page.

To replace or add a new attachment, select the right arrow on the desired task and click the "Attachments" button.

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If the task already has a document attached by the new hire, it will be shown on the Task Details page in the Attachment field. If there is no attachment from the new hire, the attachment section this field will appear empty.

To add a new document, click the "Attach" icon for the Revised Attachment.

Choose and upload a file from your local computer.  Accepted Accepted file types are CSV, JPEG, JPG, PDF, XLS, XLSX, and PNG. 

The new attachment shows under Revised Documents in the "Revised Attachment" field as shown below. Click the "OK" button to return to the checklist page.

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After completing the tasks, save the checklist.

How to view attachments uploaded through

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a checklist?

Business Admin users can view checklist attachments via through their Invitation Console /or My Tasks process viewerConsole. To access the process viewer page, click on the Click the "View Process" link for the selected invitation row in either the Invitation Console /or My Tasks Console. 

Note: The "View Process" can also be accessed through Keyword Search link is also accessible via the "Invitations" category in Keyword Search. For more details, please click here.

On The "View Process" link opens the process viewer page, displaying all activities and their statuses within the process. To download attachments, click the "Download" dropdown located below the profile details and select "Download Attachments". Note: Attachments can also be accessed using the "Download Packet" option, which downloads a complete packet of all process activities, including their attachments.

The A zip folder containing the attachments will download be downloaded to your local computer. Open the zip file to view the attachments. This zip file includes all documents uploaded during various process activities, such as the Smart ChecklistChecklists, Employee Biographic Information, and I-9 Section 1 and Section 2. The attachments Attachments from checklist activities include documents from submitted by both the New Hire and administrative checklistsadmin user.

Note:

• If attachments are

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• added or replaced through admin checklists, only the updated ones will be reflected in the downloaded zip file.
• If attachments uploaded during the process have the same file name, a number will be appended automatically to the file name by the system when downloaded.

When you click on "Download Attachments," a .zip file will be downloaded if there are multiple attachments. If there is only one attachment exists for in the transactionprocess, "Download Attachment" will directly open the file.

Open the downloaded .zip file. The attachments will be in PNG format. Click on each file to view itthe attachment.

Note:  If If the invitation process is restarted and new attachments are added in checklist activities, the attachments from the previous process will be deleted, and access to attachments from the ongoing process will be available for in the download.