Content Comparison

The following actions can be done performed in a Process Revision using Configure Business Process:

• Add content activities
• Add contextual content activities

Each of these processes begins by creating To perform these actions, a Process Revision must be created.   In On the Process Revision page, use the "Configure Business Process" link to open the access process activities and add the content that was added/ created through a Content Revision. Before adding Ensure the content in the process activities, make sure the content is already created and applied before adding it to the process activities.

Step 1 - Create the content through a Content Revision and apply

For details on creating and applying a Content Revision, please click here.

Step 2 - Create a Process Revision

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From the Process Revision page, Administrative Users you can configure/manage the business process .

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using the following steps.

Navigate to the business process configuration

The business process can be accessed by clicking the "Configure Business Process" link.

From this page, Administrative Users can see every view each step of the onboarding process and all the content that is currently being displayed for that each step. Administrative Users They can add or modify content for specific user roles, based on where the activity should appear in the business process and choose what each user role will see during their onboarding process.  

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when it should be accessible.

Add content under the desired step

To configure a content in the business process, the content should already it must first be created through a Content Revision. On the Configure Business Process page, under navigate to the desired step , and click on the "Add" button to attach content to that step in the onboarding process. The sections Sections that have include an "Add" button are the sections where you can include content.  eligible for content inclusion.

Note: For the section where If a section does not have an "Add" button is not available, the content can be added through Contextual Content if , provided the section is configured as contextual (please click here to know more about the sections configured as Contextual and how the content can be added under such sections). If a section is system defined, then such as Benefits, Policies, Employment Agreement etc. To learn more about contextual sections and how to add content to them, you may refer to the following sections. However, for system-defined sections, content cannot be added through revisions.

From the Select Actions page, select the content you wish to add to the business process and click "OK".

How do you specify criteria for who sees the content that you added to your Business Process?

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When configuring in the HR Tasks collection, it is important to consider when the task should be available to the user. 

For instance, if HR needs to handle or access anything before the new hire completes their 'Submit to HR' step, but it must be completed prior to hiring, utilize HR Pre-screening Processing or HR-Prescreening Results collection. as highlighted below. Typically, these collections can be used for additional prescreen activities, such as medical or drug screenings, which can be initiated and processed concurrently with the new hire's submission. Similarly, the respective results can be placed in the results collection.

If there are any activities that HR needs to process or complete before the hiring process but only after the new hire has finished the 'Submit to HR' step, then the Pre-Hire Tasks collections, highlighted below can be used. Both of these collections serve the same purpose; however, as their names imply, the activities within each collection will either proceed sequentially or simultaneously. 

Define routing criteria for the added content 

After adding content to the business process, you must now choose define who the content will be routed to.  This is done by clicking the name of the content on the Configure Business Process page.

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The Criteria Details page is displayed. You can choose 'Always Route', which routes the content to users of all types, or you can add criteria to narrow the pool of users who will be able to see the newly added content.  You can add multiple criteria, with simple or complex logic, based on values of attributes and other process variables that you have defined. 

In this example, you want only users who are in the Manufacturing company and will see it. To do this, click the content name and set the routing criteria. 

On the Criteria Details page, you will see two options:

• Always Route – Routes the content to all users by default.
• Route if Criteria is Met – Allows you to define specific conditions to control who sees the content.

If you choose "Always Route" the content will be seen by all users.

If you select "Route if Criteria is Met," you can define multiple conditions using simple or complex logic based on attribute values and other process variables. For example, to display content only to users in the Manufacturing company who are located in California or New York to see the new content. The steps for adding this criteria is provided , you would configure the criteria as shown below.

Select the radio button labeled "Route if criteria is met" radio button.

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Select the appropriate process variable. Add the necessary criteria to specify which users should see the content.

The pop-up page for variable lookup opens as below. You  You can select the a variable either by expanding the tree structure or by using "the Search Binds " lookup. The available variables are the same in both the tree view and the search lookup.

When "you click Search Binds" lookup is clicked, the search fields display appear, allowing you to search for the desired variable.

Select any operator and enter the text that needs to be searched in the search field. You can use Process Variable or Description fields for searching.

In this case, "Description" field is used for searching the variable "Company Attribute ID". Process variable matching the search criteria are shown. Click the variable that you would like to include in the processcriteria.

Another option is to Alternatively, you can navigate through the tree structure view to find locate the variable. Click the "Display as Tree" button to return switch back to the tree structureview.

Look for the desired variable by expanding and navigating through the tree structurelist. 

To access "Company Attribute ID" as required in the criteria, navigate Common → Attributes → Company and then select "Company Attribute ID".

The selected variable displays on the Criteria Details page. Select next, select the "Operator".

Click on the " Value/Process Variable " lookup icon. The prompt for selecting a value will vary depending on the chosen operator. You may see a lookup icon, a drop down menu, or a list of selectable values.

The lookup page for selecting the process variable prompt value opens as below.All the attribute values available shown below, displaying all available values for the selected variable will display in this list. The Attribute ID, Lookup ID, and Description are available as columns as well as both columns and search fields. Use the search fields . Search to find and select a the desired value for which you want to set setting the criteria. 

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To add another criteria row, click the "Add" button.

Choose the logical operator "And" or "Or" based on the criteria requirement. In this example, because the criteria is to configure for users who are in the Manufacturing company and located in California or New York locations, "And" is selected as the logical operator. Click on the lookup icon for selecting the "Process Variable" for the location.

To add the criteria for California or New York locations, select "Location Attribute ID" from the process variable list.

Choose the appropriate operator for adding the location values. In this case, "In" is chosen as the operator .Because since there are multiple location values to add. Because "In" is selected, a link to choose from the list of variable values is provided, as highlighted in the screenshot below. Click on the "List of Values" link to select the location values.

The List of Values page opens as below allowing you to add location values. Click the "Add Attribute(s)" link. 

In this casescenario, the criteria is to add require adding locations for California and New York locations. Expand the tree and select structure to view all available values, which include Attribute ID, Lookup ID, and Description, sorted in ascending numerical or alphabetical order of the Lookup ID.

Each attribute can be selected one at a time to be added to the list. To add the "California" location, choose the corresponding attribute value from the tree structure.

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The added values will be displayed with Attribute ID, Lookup ID, and Description, sorted in ascending numerical or alphabetical order based on the Attribute ID. To add another attribute value, such as the "New York" location in this example,

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click the "Add Attribute(s)" link again.

Expand the tree structure and select "New York" from the list of attribute values.

The "New York" location is added to the list of values as shown.   Click To add more criteria, click "Add Attribute(s)"; otherwise, click "OK" to return to the Criteria Details previous page.

Save the routing conditions by clicking the "Save" button.

This will return to the Configure Business Process page. Save the process configuration by clicking the "Save" button located at the bottom of the page.

This action will bring you back to the Process Revision page where you can continue to change your configuration or apply the revision if you are done. 

What attributes allow adding Contextual Content?

The following allow attributes support adding contextual Content.  This can be seen by navigating to the Contextual Content, but only if it has been enabled for the attribute in Attribute Preferences. You can verify this configuration on the Configure Attribute Preferences page.

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What sections of the business process configuration allow adding contextual content?

The following sections in business process configuration allow configuring content through contextual content setup. The contextual content added to an attribute, shows under the corresponding section based on the attribute and contextual content type selected. For example, if a policy is added as the Contextual Content for Company attribute, the added content shows under "Company Policies" in the "Policies" section.

The list of attributes that support adding contextual content are: Company, Business Unit, Department, Location, Job Code, Client ID and Employment Agreement.

Sections in the Configure Business Process which allow contextual content setup are shown below:

Policies

Benefits:

Client Materials:

Employment Agreement under Welcome section: (For details on adding Employment Agreements in the business process, please click here)

Before adding a contextual content to an attribute, make sure the Contextual Content has been enabled for the attribute in Attribute Preferences. For details on configuring contextual content for an attribute, please click here.  

In this example, you are viewing the Western US Business Unit which allows the upload of a policy or benefit via Contextual Content.   

In On the Contextual Onboarding Content Revision page, add a policy is added and saved. After savesave. Once saved, the process will return to the Process Revision Pagepage. 

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The content that was added as a policy, will be available under the Policy section for the corresponding attribute.

How to move a task that was configured in one section to another?

Tasks can be moved between sections for both New Hire and HR Admin activities, depending on when and where they need to appear during the onboarding process. However, it's important to consider how this change affects task availability and workflow process.

For example, if you move a task from the Post Hire section to an HR Tasks collection, the behavior of the task changes. The Post Hire task configured to be accessible only after hiring is completed will instead become a required activity that must be completed before the hiring process can continue. As a result, HR Specialists will be unable to continue with certain steps, such as accessing Complete Job Details, until the moved task along with all other tasks in that HR Tasks collection is completed. 

To move a task from one section to another, follow the steps below. In this example, we’ll consider moving a task from the Post Hire step to an HR Tasks collection. To do this, you must first delete the task from its current location and then add it to the new section. After relocating the task, review and update the route criteria if it differs from the original configuration. The detailed steps are provided below.

1. Create a process revision and access the "Configure Business Process" link.

2. Expand the corresponding step and hover over the task that you want to move. Select the "Delete" icon for the task.

3. Click "Yes" on the confirmation message. 

This will delete the corresponding activity from the current location.

4. Click the ‘Add’ link under the HR Tasks section where you want to add the activity. 

5. Select the activity that you would like to add and define the route criteria if it is different than the earlier one or leave if it is the same. 

6. Save the configuration and apply the revision.

The changes applied in the process would be applicable to the new invitations having the start date effective with the current revision date.