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Employment agreements (or offer letters) are a common addition to the onboarding process. This section includes provides an example of creating an Employment Agreement and incorporating it into the invitation and business process of the for a New Hire.
The same process can be used to include any kind of data at the time of invitation, and later reference/utilize that data in the onboarding process.
Why do you need an Employment Agreement?
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Who can create Employment Agreements?
Roles | Access |
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| System Administrator | System Administrators can create all aspects of an Employment Agreement. |
| Process Administrator | Process Administrators also can create all aspects of an Employment Agreement. |
| Content Administrator | Content Administrators can only create the content aspects of an Employment Agreement. |
How do you create an Employment Agreement?
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Step 1: Create an Attribute Revision and add a Smart Form for entering the employment information on the invitation
To create the first Smart Form as part of for the Employment Agreement, click the Menu icon. Select Create Revision under Revisionsmenu icon at the top left corner of the page and select "Create Revision" from the Revisions section in the navigation menu.
Menu |
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From On this page, an Administrative User can either search for an existing revision to modify, or they can select click "Add a New Value if they wish to create a brand " for creating a new revision.
Create Process Revision |
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Enter the descriptive Attribute Revision information, then click "Reserve". The Revision Date will be the date when you want the revision changes to be effective.
Reserve Process Revision |
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Click "Configure" to add the revision details.
Configure |
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Click to expand the "Employment Agreement
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" attribute, then select the child icon. This will allow you to create a new Employment Agreement under the current parent attribute.
Employment Agreement |
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Enter the descriptive informationnew Employment Agreement attribute details, then click "Save".
Revision Attributes |
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Click the "Smart Form" icon of the newly created Employment Agreement.
NOTE: This step has to be completed only if any employment agreement Employment Agreement related data specific to an employee has to be captured or displayed on an invitation. The form fields configured in this step will appear for the data capture/display when creating an onboarding invitation.
Refer Refer Step 2 and Step 3 in the following sections to complete the configuration of an Employment Agreement in the onboarding process.
For details on how the Employment Agreement data is captured on an invitation, please click here.
Smart Form Icon |
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Enter the Smart Form information ("Override" field is optional) as shown below. Click on the link "Create/View Form Fields" to add form fields.
Smart Form Header Information |
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Click "Add a New Value" for creating new form fields. If you are using existing form fields, you can skip this step and proceed to inserting the form fields.
Add Form Fields |
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Enter the Description, Type, and Length for the first each form field to be shown displayed on the form, then click Save. Repeat Repeat this process for each field you want to be shown include on the form.
Form Field Information |
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Click The next step after creating the form fields is to insert them into the form. Select the "Insert Form Field" from the text editor options.
Insert Form Fields |
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Select the On the pop-up page, select the form field Input Type, then click "Look Up" to select the form field you created earlier that you want to insert into the form.
Insert Form Field |
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The Look Up list look up shows all the Form Fields form fields that were added earlier. Select the one that you would like to show first on the form.
Look Up Form Field |
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Check the Mandatory and Display Label Colon boxes, if desired, then click "OK".
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Repeat this process for all the fields that you would like want to show on the form, then click "Save".
Insert Additional Form Fields |
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Click On the Attribute Revision page, click "Return to Manage Revision" to return to the main revision page.
Return to Manage Revision |
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Click Apply, then click OK to confirm.
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If the revision has not been Apply the revision. If the revision is not applied, the Smart Form is will not be available to be used in a for use in the later step.
Apply Attribute Revision |
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Step 2: Create a Content Revision and add a Smart Form for the New Hire's acknowledgement of the employment information
To create the first Smart Form that will show in the New Hire's onboarding process, click the Menu icon. Select Create Revision under Revisionsmenu icon on the top left corner of the page and select "Create Revision" from the Revisions section in the navigation menu.
Menu |
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From this page, an Administrative User can either search for an existing revision to modify or select Click "Add a New Value" to create a brand new revision.
Create Content Revision |
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Enter the descriptive content revision information, then click Reserve"Reserve".
Reserve Content Revision |
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Click ConfigureClick "Configure" to add the Smart Form details.
Configure Content Revision |
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Click Add in the Smart Forms section.Under Content metrics, click "Add" in the row for Smart Forms.
Manage Revision |
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Enter the content details of the Smart Form information. Position the cursor to where you want the first bind value to show. Click appear, then click "Insert Binds".
Define Smart Form |
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Click "Look Up" to select the bind variable.
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Select the binds that you would like to insert. Navigate to Common and select Attributes and select Common and Attributes, then choose the binds under Employment Agreement.
Look Up Bind Variable |
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After selecting the bind, click "OK" on the pop-up page.
Manage Revision |
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Follow the same procedure for inserting Repeat the above process to insert other binds. Once all bind variables are have been inserted, click "Save" on the Smart Form.
Define Smart Form |
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On the Manage Content Revision Page, click "Return to Manage Revision" to return to the main revision page.
Manage Revision |
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Apply the revision.
Manage Revision |
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To associate the Smart Form as part of the Employment AgreementNew Hire's process, click the Menu icon. Select Create Revision under Revisionsmenu icon on the top left corner of the page, select "Create Revision" from the Revisions section in the navigation menu.
Menu |
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From this page, an Administrative User can either search for an existing revision to modify or can select On the revision page, click "Add a New Value" to create a brand new revision.
Create Process Revision |
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Enter the descriptive informationProcess Revision details, then click Reserveclick "Reserve".
Reserve Process Revision |
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Click ConfigureClick "Configure" to proceed with the Process Revision configuration.
Configure |
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Navigate to the new Employment Agreement, then click the the "Employment Agreement" icon.
Employment Agreement |
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Select the Employment Agreement that was just created earlier, then click "Save".
Save Contextual Content Revision |
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ClickClick "Return to Manage Revision" to return to the main revision page.
Manage Revision |
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Click Apply the revision.
Apply Revision |
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The employment agreement has been created and will now begin to appear in the invitation and onboarding process.
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Notice that the Employment Agreement field is now available for entry on the invitation. Click the "Lookup" icon.
Invitation |
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Select the Employment Agreement created earlier.
Select Employment Agreement |
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Click Employment Agreement Attributes"View/Edit employment agreement details".
Employment Agreement Attributes |
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Enter the information for this New Hire, then click "Accept".
Enter Employment Information |
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The Employment Agreement activity created above will be shown in the New Hire's onboarding process. Click "Acknowledge" to complete the activity.
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The label of Employment Agreement attribute can be changed by using the override label option in Attribute in the Attribute Preferences.
Click on the Menu Icon icon and select "Attribute Preferences under Preferences" from the Preferences section in the navigation menu.
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Under Override label option, enter the new name label for "Employment Agreement" and save the changes.
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In the New Hire invitation the Employment Agreement shows will display the updated label as shown below.
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The HR Specialist will have an opportunity to correct the information entered in Employment Agreement supplemental fields until the New Hire invitation is launched.
Also, entering value in the fields is mandatory if Employment Agreement is chosen in the invitation. In the given example, let's click on the lookup icon and select an Employment Agreement.
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If supplemental values for Employment Agreement are not entered, the following error message shows up when the invitation is saved.
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After entering the supplemental values and saving the invitation, you can click on the view/edit link available and to edit the details until the invitation is launched.
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