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Table of Contents

 


Implementing Smart Onboarding consists of a number of steps which must be done before you can begin to use the system.  This section lists the steps that can be done.  Details of how to do these steps are provided in the Smart Onboarding Users section and the Video Library section.  While some of these steps are mandatory at implementation time, all of these things can also be changed later, as your needs change and you get more familiar with the system and how it works.

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Steps for setting up and using Smart Onboarding
  1. Organization Activation (required)
  2. Invite/Create Administrative Users
  3. Create Content Revision(s) for Notification Templates
  4. Create Process Revision(s) for Notification Templates
  5. Create Content Revision(s) for Company Logos
  6. Set up Organization Theme(s)
  7. Set up Organization Contacts, Default Theme, Logos
  8. Create Content Revision(s) for Homepage content
  9. Configure Homepages
  10. Set up Authentication Preferences
  11. Set up Attribute Preferences
  12. Create Attribute Revision(s) for HR attributes
  13. Create Process Revision(s) for onboarding process changes
  14. Set up E-Verify
  15. Invite/Create Business Users (required)
 

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Details for each step are shown below.

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The first step is creation of the organization and the first System Administrator user.  The first System Administrator then completes the organization onboarding, which opens up the organization for activity.

Organization Activation

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Organization Activation
OrderRequired?TaskResponsible RoleBrief Description
1YesOrganization Creation

Service Provider (SmartERP)

  • A new organization is created in the system
  • The organization's designated representative is sent an email for their onboarding and their organization onboarding
2YesInitial System Administrator Self Registration

System Administrator

  • The initial System Administrator sets their login credentials
3YesSystem Administrator User Onboarding

System Administrator

  • The System Administrator must agree to their terms of use
4YesOrganization Onboarding

System Administrator

  • The System Administrator must agree to the organization terms of use
    

 







Invite/Create Administrative Users

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Create Administrative Users

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Create Administrative Users - If your initial System Administrator needs assistance!
OrderRequiredTaskResponsible RoleBrief Description
5NoInvite Administrative Users to configure the system

System Administrator

  • The System Administrator can invite others to assist in configuring Smart Onboarding if desired
  • The System Administrator can do all setup functions
6YesAdministrative Users Self Registration

Administrative User

  • The Administrative User(s) must set their login credentials
7YesAdministrative Users Onboarding

Administrative User

  • The Administrative User(s) must agree to terms of use
     

 







Create Content Revision(s) for Notification Templates

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Please refer to the Notification Templates section for details for how to modify Notification Templates.

 

Create Content Revisions


Create Content Revisions
OrderRequiredTaskResponsible Role(s)Brief Description
8YesUse Content Revisions to add Content or modify delivered Content to be used in Notification Templates

System Administrator

Process Administrator

Content Administrator

  • Images
  • Attachments
  • Notification Templates - modify the text and contents of many automated system notifications to suit your organization's needs
     

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Create Attribute Revision(s) for Notification Templates

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Please refer to the Notification Templates section for details for how to modify Notification Templates. 


Create Process Revision

Order

Required

Task

Responsible Role(s)

Brief Description

9

No

Use a Attribute Revision to apply changes to Notification Templates

System Administrator

 


  • Apply Content changes for Notifications
     

 







Create Create Content Revision(s) for Company Logo(s)

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Create Content Revisions for Company Logos

 

Create Content Revisions
OrderRequiredTaskResponsible Role(s)Brief Description
8YesUse Content Revisions to add Company logo image(s)

System Administrator

Process Administrator

Content Administrator

  • Images
     

 








Set up Organization Theme(s) 

If you like, you can change the colors and sizes from the delivered default 'theme'.

Theme Builder

 

OrderRequiredTaskResponsible Role(s)Brief Description
9NoTheme Builder

System Administrator

Process Administrator

  • Set up the colors and sizes for themes

  • Different entities within your organization can have different themes
     

 








Set Up Organization Contacts, Default Theme, Logos

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Note:  If the Support Contact is not one of the Administrative Users that has already been added, you can Invite/Create Business User (see below) for this person at this point.  This user can be set up with or without System Access.  The information that is associated with this user shows as contact information in system emails.  The Support Contact's name, email, and phone shows up in many of the system notifications.

 

Organization Management


 
OrderRequiredTaskResponsible Role(s)Brief Description
10NoOrganization Management

System Administrator

Process Administrator

  • Set up the organization name
  • Set up the organization contacts
  • Set up the default theme and theme driver
  • Set up the logos
    

 








Create Content Revision(s) for Homepage content

At this point, you can use Content Revision(s) to add or change the objects/content that will be shown on various users' Home pages.

Create Content Revisions

 

Create Content Revisions
OrderRequiredTaskResponsible Role(s)Brief Description
11YesUse Content Revisions to add Content or modify delivered Content to be used on the Homepages

System Administrator

Process Administrator

Content Administrator

  • Images - make your Homepages or activities pop by adding any image you want
  • Attachments - present documents to the users on Homepages or during the onboarding process
  • Text Catalogs - modify or create rich text content to present on Homepages or in certain onboarding activities
     

 







Configure Homepages

The first System Administrator next should set up/modify the homepages for the system users.

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Configure Home Pages and Themes


Configure Homepages and Themes
OrderRequiredTaskResponsible Role(s)Brief Description
12NoConfigure Homepages

System Administrator

Process Administrator

  • Set up the Homepage layout and content for the System Administrator, Users and New Hires
  • Add the content to make your Homepages colorful and filled with useful information for all users

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Set Up Authentication Preferences

Some organizations may want to have users answer challenge questions and/or to authenticate their email or phone each time they log on, while others may not.  You can use this page to set up or change your authentication scheme.

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OrderRequiredTaskResponsible Role(s)Brief Description
13

No

 

 



Authentication Preferences

 


System Administrator 


  • Choose if you would like to use challenge questions and/or two-factor authentication for system users when they log in
  • Email Link Expiration Days - enter days if you would like to set an expiration for self registration link in the email invitation
    

 







Set Up Attribute Preferences

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Set Up Attribute Preferences

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OrderRequiredTaskResponsible Role(s)Brief Description
14NoAttribute Preferences

System Administrator

Process Administrator

  • Choose which key attributes will display and be prompted on key pages in the system
     

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  • system








Create Attribute Revision(s) to Set Up Key Data 

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Create Attribute Revision

Order

Required

Task

Responsible Role(s)

Brief Description

15

No

Use a Attribute Revision to make changes to the attributes

System Administrator 


  • Add or modify existing system data (attributes) like Company, Business Unit, Department, etc.

 

   

 







Create Content Revision(s) related to onboarding process changes

At this point, you can use Content Revision(s) to add or change objects that will be shown in the onboarding process.  Examples would be adding or changing Smart Forms, attachments, and text catalogs. Also, you may want to set up Verification Vendor(s) and Background Check Vendor(s) at this point.

 

Create Content Revisions


 
Create Content Revisions
OrderRequiredTaskResponsible Role(s)Brief Description
16YesUse Content Revisions to add Content or modify delivered Content to be used in the onboarding process

System Administrator

Process Administrator

Content Administrator

  • Images - make your Homepages or activities pop by adding any image you want
  • Attachments - present documents to the users on Homepages or during the onboarding process
  • Text Catalogs - modify or create rich text content to present on Homepages or in certain onboarding activities
  • Verification Vendor(s)
  • Background Check Vendor(s)
   
 

 







Create Process Revision(s) to modify the delivered business process to reflect your organization's business process.

It is very likely that your business process will not exactly match the Model business process that is delivered. There are many changes that can be made to tailor the process that the New Hire sees to match your needs. 


Create Process Revision

Order

Required

Task

Responsible Role(s)

Brief Description

17

No

Use a Process Revision to make changes to the onboarding business process

System Administrator

Process Administrator

  • Modify or add activities into the onboarding process

  • Set criteria for activities (for example, if only certain users are required to complete certain activities)

     

     

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Set Up E-Verify

Smart E-Verify is a certiifed solution that seamlessly integrates with the Department of Homeland Security and the Social Security Administration to verify a New Hire's eligibility to work in the United States.  Use of this feature is optional.

Set Up E-Verify

Order

Required

TaskResponsible Role(s)Brief Description

18

 USA

DHS setup for E-Verify

System Administrator

E-Verify Specialist

  • Create Process Revision to add the Complete I-9 and E-Verify activities to the business process

  • DHS Client MOU registration procedures

  • Smart I-9 DHS Client Setup
     

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  • DHS Client Setup






Invite/Create Business Users

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Invite/Create Business Users

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Invite Business Users - (Same as Invite Administrative Users)

Order

Required

Task

Responsible RoleBrief Description
19

Yes

Invite Business Users to use the system: HR Specialist, Recruiter, I-9 Specialist, E-Verify Specialist, Help Desk

System Administrator

  • System Administrator creates invitations to business users

20

Yes

Business Users Self Registration

Business Users

  • Business User(s) set their login credentials

     

 







Invite/Create New Hires

After the business users have been set up, New Hire onboarding can begin.  This process starts with a HR Specialist or Recruiter inviting the New Hire, and continues through the completion of the New Hire's onboarding process.

Invite New Hires

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Invite New Hires

Order

Required

Task

Responsible RoleBrief Description
21

Yes

Invite New Hires to use the system

HR Specialist or Recruiter

  • HR Specialist or Recruiter creates invitations to New Hires

     






What aspects can an organization control in Smart Onboarding?

Smart ERP delivers many 'out of the box' features, but the system is extremely configurable.  As an organization you can control a lot.

Configurable Aspects 
Onboarding Process
  • Smart ERP provides a basic onboarding process as a starting point but your organization can tailor it to your own business requirements
    • Change the wording on required activities
    • Add new activities to the onboarding process, such as company-specific policies
    • Create criteria to control which users need to complete certain activities. For example, only New Hires located in California need to complete California policies and tax forms
    • Smart E-Verify is a certiifed solution that seamlessly integrates with the Department of Homeland Security and the Social Security Administration. Use of this feature is optional.
Homepages and Themes
  • Use the provided tools to create Hompages based on Role, Company, Business Unit, Department or Location
Email Notifications
  • Modify the content of system-generated notifications including the invitations to onboard
Data Collection
  • Use Attributes to define and capture any data element you want
  • Common Attributes are Company, Business Unit, Department and Location but there are many more available, including self-defined data elements
  

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What aspects are mandatory and cannot be modified by an organization?

There are a few things that are mandatory and cannot be modified in Smart Onboarding.

 
System Security 
User Profile Management
  • Smart Onboarding controls the pages used to maintain a user's name, address, phone number and email address
  • Users may change their profile information, but the structure and fields cannot be changed
Self Registration
  • Self Registration is the same for all users of Smart Onboarding

Password/Sign-on Rules
  • Smart Onboarding has defined the Password rules, including strength and expiration
  • You can set Authentication Preferences (using/not using challenge questions and two-factor authentication)
User Onboarding
  • All Users are required to consent to Smart Onboarding terms of use
 


 
Onboarding 
Electronic Disclosure
  • All New Hires are required to consent to the Smart Onboarding terms of use

Biographical Data Capture

  • Standard personal information is required to complete any Onboarding and cannot be removed or modified
  • Personal information such as date of birth and Social Security number is partially hidden by default, but can be shown if required
Federal and State Tax Forms
  • Smart Onboarding maintains all U.S. Federal and State Tax Forms and assures that they are accurate
  • Forms are updated every year as changes are identified by the government entity
  • Some non U.S. country specific forms are also available. Contact Smart ERP for details.