Who is a Business User?

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My Profile: Allows users to access their profile information and modify them as necessary.

How is the data export feature made available to business users

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?

The system System administrators within the organization are responsible for configuring Business User roles that possess the capability to export data. Following this setup, if the logged-in user's role is configured for data export, they will find user roles with data export permissions. Once a user is assigned a role that includes this capability, the "Download Results" button becomes available in the consoles and Keyword Search, allowing the user to export search results in CSV format. In dashboards, this functionality is provided through the "Export to Excel" button enabled within the consoles and dashboards, allowing them to download the search result , which allows users to export data in Excel format instead. 

In cases where If a user holds is assigned multiple roles, they will retain access to the data export features through common consoles like feature in shared consoles such as the Invitation Console, My Tasks Console, and in Keyword Search categories like Invitations and My Tasks Console, as well as common shared dashboards like I-9 Insight, provided that as long as at least one of their roles is configured with such capabilities. Below is an example illustrating includes export permissions.
Examples of how users can download search data in these scenarios are provided below.

Download consoles search results:

The example below shows the Invitation Console with the "Export to ExcelDownload Results" button enabled for a user with the HR Specialist role. Note: If the

If the HR Specialist role doesn't does not have data export capabilities, but the user is also assigned either the I-9 Specialist or E-Verify Specialist rolesrole, and if at least one of these those roles has includes export functionality enabledpermissions, the "Export to Excel" Download Results button will remain visible for still be visible when the user is logged in with the HR Specialist in role and accessing the Invitation Console.

By clicking on Clicking this button , allows the user can to download the displayed search results displayed in the console as an Excel as a CSV file to their local computerdevice. 

Note:  The "Export to ExcelThe "Download Results" 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.

A sample downloaded excel CSV file is given below.  When When downloading data from the Invitation Console, the file will include not only the result columns displayed on the page but also standard attribute information such as Company, Business Unit, Department, Location, and Job Code, as well as any additional invitation attributes.

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The downloaded CSV file can be opened using any supported application that allows viewing CSV data, such as spreadsheet applications, text editors etc.

When opened in Notepad, the CSV file will display the data in the below format, with headers and values separated by commas. If a search filter was applied, it will appear at the top of the file.

When imported to Excel, the file will look like below. 

For further details on the data export functionality in the the Invitation Console, I-9 Console, Reverify Console, E-Verify Console, Help Desk Console and My Tasks Console, please refer to their respective pages.

Download Keyword Search category results: 

In addition to the consoles, users with roles that have include 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. search results from any category accessible to them within Keyword Search. The "Download Results" button, located in the top right corner of the page, allows users to export these category specific search results as a CSV file. However, Keyword Search displays only the top 50 results in the category search, so the downloaded file will contain a maximum of 50 rows.

The downloaded CSV file can be opened using any supported application that allows viewing or editing CSV data, such as spreadsheet applications, text editors etc.

A sample of the downloaded CSV file opened in Notepad is shown below.

Note that the results obtained using the "All" category in Keyword Search will not be available for download. Though the "Download Results" button appear in the search results (only if the current logged in user's role is configured for data export), clicking on it will display the following message.

To learn more about how the data export feature is facilitated in keyword Search and the available categories, refer to the Keyword Search section.

Download dashboards search results:

Unlike consoles and Keyword Search, which export search results in CSV format, dashboards allow users to download data directly in Excel format. Users with roles that include export permissions can export search results from any dashboard accessible to them by using the "Export to Excel" button.

This button becomes available on secondary drill-down pages, displayed when a user clicks on a graph or chart to view detailed data for a specific section.

Below is an example of the I-9 Insight dashboard with export functionality enabled for the I-9 Specialist role.

Clicking "Export to Excel" will download the I-9 data as an Excel file to their local computer.

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For additional information, please refer to online documentation specific to each dashboard under the Dashboards/Reports section.

How

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do business users download

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signed forms and attachments?

Business Users (with HR SpecialistsSpecialist, I-9 Specialists & Specialist, and E-Verify Specialists) Specialist roles can download both employee and employer signed forms via the View Process link in the and attachments via their My Tasks Console or Invitation Console. 

Clicking the "View Process" link in either console opens the process viewer page,

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where signed forms and attachments can be downloaded.

My Tasks Console:

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Invitation Console:

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From this the below process viewer page, signed forms documents and attachments, including those from Smart Checklist activities, can be downloaded in two ways:

• Download per activity

  Per Activity: Click the download icon next to an activity to download its associated documents.

• Download all

  All at

  once

  Once: Click the "Download" button below the profile details to download all signed forms and attachments for the entire process in a single file.

Download per activity

Click the download icon next to the activity. This option icon 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.contains attachments and has been saved/signed. 

Download Signed Forms

Opens the signed form for the corresponding activity.

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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 be opened directly.

Note: If multiple document attachments have the same name and format, the downloaded file names will include a numeric suffix in ascending order.

Download process documents all

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at once

Click on the "Download" button below the profile details.

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• Download Signed Forms – Available as soon as any activity is completed by the New Hirewhen at least one activity in the process has been completed. This option will not appear if none of the activities have been signed.
• Download Attachments – Available if at least one document has been uploaded as an attachment in any process activityactivity, and that activity has been saved or signed. This option will not appear if no attachments have been uploaded, or if all uploaded attachments were later deleted.
• Download Packet – Available only at the process level and only if . This option is specifically for downloading activity packets that include attachments. It becomes visible when at least one attachment exists activity in the process is completed and contains an uploaded attachment. This option will not appear if no attachments exist, even if activities have been completed.

Download Signed Forms

Will download the signed forms as PDF documents.

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If there are multiple attachments, they will be grouped in a zip folder. If a single attachment exists, it will be opened directly.

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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.

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

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• I-9 Specialists can download I-9-specific signed forms using the Download Packet option from the I-9 Summary

  in

  via the I-9 Console. (For details, click here.)