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Who is a Business User?
Business Users are the users that administer and perform HR-related activities within the New Hire's onboarding process.
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User Role Type | Description |
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(This role not available in the Smart I-9 product. The duties of a Recruiter is performed by users with the I-9 Specialist role) |
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(This role not available for in the Smart I-9 E-Verify productproduct. The duties of a HR Specialist is performed by users with the I-9 Specialist role) |
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| I-9 Specialist |
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| E-Verify Specialist |
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| Help Desk Analyst |
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Note: Since there is no HR Specialist role available in Since the Smart I-9 E-Verify product, product does not have an HR Specialist role, the I-9 Specialist is responsible for creating and managing New Hire invitations.
Who can assign/change a Business User's roles?
Only a Users with the System Administrator can role have the ability to add a new role or change the existing role of a Business User.
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Menu | Pages/Actions | Recruiter | HR Specialist | I-9 Specialist | E-Verify Specialist | Help Desk Analyst |
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Create Invitation | Add Invitation |
|  | Can do only for I-9 product | ||
Consoles | Invitation Console | | |
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| I-9 Console | | |||||
| E-Verify Console | | |||||
| Reverify Console | | |||||
| Help Desk Console | | |||||
| My Tasks Console | Prescreen Activities |  | ||||
Verify Information | | |||||
Complete Job Data | | |||||
Send Candidate Data to HR | | |||||
| Complete I-9 | | |||||
| E-Verify |
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| Reports/Dashboards | Invitation Insight | | | |||
| I-9 Insight | | | | |||
| Work Assignment Insight | | |||||
| Generic Reports | | | | |||
| My Profile | My Profile | | | | | |
Create Invitation: This feature facilitates the creation of invitations for new hires.
Consoles:
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Customized tools
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designed for managing and viewing
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new hire
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invitation
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and I-9 data,
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as well as performing specific actions within the new hire process.
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The consoles available to users depend on their roles, each
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tailored to serve a distinct
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function. For
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example, the Invitation Console
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oversees the onboarding process,
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handling invitation actions, onboarding
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tasks, and process insights
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, while the I-9 Console
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is dedicated to viewing I-9 details and
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performing related actions.
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Furthermore, the data displayed
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in each console is governed by the user’s security permissions set by the System Administrator.
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As a result,
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users will only have
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access to the data
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they are authorized to view. For instance, if a
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user’s access is
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limited to data from the "Research" Company
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,
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they will
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only see information related to that company within the console.
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My Tasks Console: Displays tasks pertinent to a user's role or specifically assigned to them within the onboarding process. These tasks vary depending on the user's role and the new hire's stage in the onboarding journey.
Reports/Dashboards (Invitation Insight, I-9 Insight, Work Assignment Insight): Allows users to visualize invitation or I-9 data through graphs and charts, providing insights into metrics. Users can drill down into these graphs and charts to access detailed information.
My Profile: This page presents the user's profile information, allowing them to make edits Allows users to access their profile information and modify them as necessary.
How business users are facilitated with data export functionality?
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Below is an example illustrating the Invitation Console with "Export to Excel" button enabled for the HR Specialist role. Note: If the HR Specialist role doesn't have data export capabilities, but the user is assigned either the I-9 Specialist or E-Verify Specialist roles, and if at least one of these roles has export functionality enabled, the "Export to Excel" button will remain visible for the HR Specialist in the Invitation Console.
By clicking on this button, the user can download the search results displayed in the console as an Excel file to your their local computer.
Note: The "Export to Excel" button is specifically designed to download search results obtained from using the search fields. Note that filtering by the Quick Filter feature will not limit results in the export.
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A sample downloaded excel file is given below. For downloads When downloading data from the Invitation Console, apart from the file will include not only the result columns displayed on the page , but also standard Attribute information (i.e.attribute information such as Company, Business Unit, Department, Location, and Job Code)and invitation additional attributes will be as columns in the file, as well as any additional invitation attributes.
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For further details on the data export functionality in the Invitation Console, I-9 Console, Reverify Console, E-Verify Console, Help Desk Console and My Tasks Console, please refer to their respective pages.
In addition to consoles, users with roles that have export functionality enabled can also download data into Excel format from their dashboards.
Below is an example of I-9 Insight with export functionality enabled for the I-9 Specialist role. The export functionality will be visible on the secondary drill-down pages on the I-9 Insight when clicked on any graph or chart to view data related to that specific section.
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Clicking on "Export to Excel" will download the I-9 data as an Excel file to your their local computer.
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For additional information, please refer to online documentation specific to each dashboard under Dashboards/Reports section.
How can you download the signed forms?
Business Users (HR Specialists, I-9 Specialists & E-Verify Specialists) can download both employee and employer signed forms via the View Process link in the My Tasks Console or Invitation Console.
Clicking the "View Process" link opens the process page, displaying all activities sequentially along with their statuses.
My Tasks Console:
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Invitation Console:
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From this page, signed forms and attachments can be downloaded in two ways:
- Download per activity: Click the download icon next to an activity to download its associated documents.
- Download all at once: Download all signed forms and attachments for the entire process in a single file.
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Download per activity
Click the download icon next to the activity. This option is available only if the activity is saved or completed. The "Download Signed Forms" option appears only if the activity is signed, while the "Download Attachments" option appears only if attachments exist in the activity and the activity is saved.
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Download Signed Forms
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Opens the signed form for the corresponding activity.
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Download Attachments
If multiple attachments exist, they will be grouped into a ZIP file and downloaded to the system. If there is only one attachment, it will open directly.
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If multiple document attachments have the same name and format, the downloaded file names will include a numeric suffix in ascending order.
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Download all forms together
Click on the "Download" button below the profile details.
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The options for downloading signed forms, attachments, and packet will be available in a dropdown menu. Select the appropriate option to proceed. The conditions for these options to appear are as follows:
- Download Signed Forms – Available as soon as any activity is completed by the New Hire.
- Download Attachments – Available if at least one document has been uploaded as an attachment in any process activity.
- Download Packet – Available only at the process level and only if at least one attachment exists in the process.
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Download Signed Forms
Will download the signed forms as PDF documents.
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Download Attachments
If there are multiple attachments, they will be grouped in a folder. If a single attachment exists, it will be opened directly.
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If multiple document attachments have the same name and format, the downloaded file names will include a numeric suffix in ascending order.
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Download Packet
Downloads each of the signed forms as individual folders.
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Clicking the folder opens the attachments (if available) and the PDF of the signed form.
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If there are multiple attachments, they will be grouped in a folder. By clicking on the folder, you will be able to view all the attached documents.
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Note: In addition to the steps mentioned above, HR Specialists and I-9 Specialists have specific ways to access signed forms:
- HR Specialists can download signed forms through the Send Candidate Data to HR activity. Click here for details.
- I-9 Specialists can download I-9 specific signed forms using the Download Packet option from the I-9 Summary in the I-9 Console. For details, click here.