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The My Tasks
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My Tasks is a page that shows the Business User what needs to be done page provides Business Users with a clear overview of the tasks they need to complete for their role, or even specifically only for themthemselves. These tasks vary depending on the user's role and where the New Hire is 's progress in their the onboarding process. The tasks' timing to appear in this console is dependent timing of these tasks appearing in the console depends on the timeliness of the person doing completing the preceding tasks before them. The .
For example, the first task will appear on an HR Specialist's My Tasks page , after a New Hire has finished completed their pre-screening activities (, but only if 'Hold for PreScreen Processing?' is selected as set to "Yes" in the New Hire invitation). In other case ( if If 'Hold for PreScreen Processing?' is selected as set to "No," in the New Hire invitation), the first task will appear on HR Specialist's My Tasks page after after the New Hire has completed their onboarding activities.
There can be multiple Multiple tasks from a New Hire at the same timemay appear simultaneously, but only appear if they are independent of each other in the step. When the activities tasks are sequentially dependent, only the first activity will appear in the My Tasks list. In , with dependent activities marked by locks in the onboarding process page, the dependent activities have locks next to them. Although . Although there may be multiple tasks from a New Hire at the same time, they can be completed all in the onboarding process page. If you leave the onboarding page, you can always come back to My Tasks page to access the activities that are not completed.
Who has access to the My Tasks page?
Only users Users with the following checked roles can access the My Tasks page:
User role | Access |
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System Administrator | No |
Process Administrator | No |
Content Administrator | No |
HR Specialist |
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Recruiter |  |
Help Desk Analyst | No |
I-9 Specialist |
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E-Verify Specialist |
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How do you access the My Tasks page?
My Tasks page can be accessed in two different ways:
Access via menu icon:
The menu icon can be found in the upper left corner of the page.
From the Click on the menu icon, then select the "My Tasks" under Consolesoption under the Consoles section in the navigation menu.
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Access Via Quick Links:
From the delivered user home page, you can homepage, select "My Tasks" through from the Quick Links bar located below the banner.
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What are the contents of the My Tasks console?
The My Tasks console page comprises is organized into several key sections, including the Search Filter, Quick Filter, the "Export to Excel" option and for downloading search results, and a section displaying the pending activities related to New Hire invitations specific to the user's assigned role. The data displayed within in the console adheres to the user's security settings, as established by the System Administrator. ConsequentlyAs a result, users will only have visibility to the data for which see data they have been granted access to. For instanceexample, if a user's access is restricted to "Research" Company data, they will exclusively only view information associated with that particular company within the console.
FurthermoreAdditionally, the availability of the "Export to Excel" button is dependent upon depends on the configuration of the logged-in user's role. Specifically, this button becomes visible The button appears if the user's role has been enabled for data export capabilities. Alternatively, if the user holds multiple roles, access to this button requires at least one of the roles to have export functionality configured.Furthermore, the availability of the "Export to Excel" button is dependent upon the configuration of the logged-in user's role. Specifically, the button becomes visible if the user's role has been enabled for data export capabilities. Users Users with multiple roles will have access to the data export feature in their My Tasks as long as they hold at least one of the following roles: HR Specialist, I-9 Specialist, or E-Verify Specialist, and if any of these roles is are configured with such data export capabilities.
Note: In this example, since the user holds multiple roles (HR Specialist, I-9 Specialist, and E-Verify Specialist), the My Tasks console is showing invitations with pending activities that belong to each of these roles.
| My Tasks console without "Export to Excel" |
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| My Tasks console with "Export to Excel" |
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Search Filter
Use these search filters to quickly find a specific transaction. Next to the field, you can change the search option to specify how you want your text to be perceived.
Note: For those with a large number of tasks in the queues, please note that the My Tasks console queue is limited to 1000 tasks with the most recent Invitation ID at the top. If there is a need to access these earlier tasks, we recommend utilizing the search located at the top right of the window or enabling the Deferred Console Search Product Preference. These options will allow for better filter your entire task list.
| Field | Behavior |
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First Name |
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Last Name |
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| Invitation ID |
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| Start Date |
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Export to Excel
If the logged-in user's role has been is configured with the export functionality, they'll find the "Export to Excel" button will be available within the console. Users with multiple roles will have access to the data export feature in their My Tasks as long as if they hold at least one of the following roles: HR Specialist, I-9 Specialist, or E-Verify Specialist, and if any of these roles is configured with such export capabilities.
Clicking on this button will 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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Note: If no results are found for the search criteria, the "Export to Excel" button will not appear in the console.
A sample downloaded excel Excel file is given below. The search filters applied is also displayed on the top row of the file.
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If multiple filters are applied in the search, a sample downloaded file is given below:all the filter applied will be shown in the Excel file.
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Search Results
Based on the search criteria selected in the Search Filter/Quick Filter, the invitation details display in the search results. The details of the search results include the following fields:
Invitation details
Field | Behavior |
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Invitation ID |
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| Name |
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| Start Date |
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| Business Process |
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| Activity Name |
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| Assigned on |
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View Process |
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Activity Name
Invitations with activities pending for that specific user role(s) are displayed in the My Tasks console.
If the user has multiple roles, all the invitations with activities pending for those role types roles are displayed in the My Tasks console. Click on the "Activity Name" link to open the activity in process.
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Business Users can also use Keyword Search My Tasks to view their pending activities. For more details, please click here.
View Process
Clicking on the "View Process" link will open the process viewer page of that particular invitation.
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Shows the New Hire's Name, Job Code, Start Date and "Download" button on the top (next to New Hire's image) and the list of onboarding process activities with status represented as icons next to each activity. It includes New Hire as well as HR/I-9/E-Verify Specialist activities. Note: If revised start date exists for the transaction, then the Start Date is updated with the revised date.
The lock symbol
represents the activity is locked and not routed, the 
icon represents the activity is routed/in progress but not completed and 
symbolizes a completed activity.
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Activities that are routed to or completed
include details such as description, date, time, status, and
user role type
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For routed activities, the role type of the user is
shown, while for
completed
activities, the user's name is displayed.
Note: If the user has multiple role types, the first role type assigned to the user is displayed.
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The search results are displayed in pages with each page containing 10 rows by default. The number of rows displaying per page can be altered by selecting a different value in the "Rows per page" drop-down.
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To navigate through the search result pages, you can
- use Use the "Previous" and "Next" buttons
- click Click on the a page number tab or select the a page in from the drop-down menu and click on "Go"
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Using this feature, it is easy to navigate to any page in the search results and review information and perform pending activity for any New Hire's invitation.
Below The example below shows navigating to page "35" of the search results by clicking on the "35" tab. To view invitation details, complete pending tasks, or view see process details, click on the corresponding links for any selected invitation.
Clicking any of the these links will open the corresponding relevant details in a new window, while your search page remains open in the previous original window. To view another additional information or perform the complete another pending activity, return to your search page and click the corresponding appropriate link, which will also open the relevant details in a new window.
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What can you do on the process viewer page?
As a Business User (HR Specialist/Recruiter, I-9 Specialist, or E-Verify Specialist), you can download signed forms and attachments from the process viewer page. This page provides an overview of what is needed to be completed and at what time all of these activities were initiated and completed. It also indicates which activities are locked and which are accessible simultaneously.
To open the process viewer page for any invitation, click the "View Process" link for that specific invitation in the My Tasks Console.
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The process viewer page with the list of activities displays as shown belowwith the following sections. To download the signed forms & and attachments for the entire process, click on the "Download" dropdown drop-down button located at the top of the page. If you need to To download forms for an individual activity, click on the download icon located on the row next to the activity row.
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Download Signed Forms
Select this option to download all of the New Hire's signed forms. When clicked Clicking it will download a .zip file containing all the signed forms.
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Click on the downloaded .zip file to view the forms. The signed forms will be downloaded as PDFs as shown below.
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Download Attachments
This link will download attachments from both the primary and restarted processes, including those uploaded during various process activities such as Smart Checklists, Employee Biographic Information, and I-9 Section 1 and & Section 2 activities. Note: If attachments are edited within the activities, the most recent updated attachments will be reflected here.
When clicked on the "Download Attachments", it downloads a .zip file if there are multiple attachments.
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Open the downloaded .zip file to view the attachments. The attachments will be in png PNG format, as shown below. Click on each file to open the attachment.
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If documents attachments uploaded during process activities have the same file name, a number will be appended to each duplicate file name, starting from 1 and incrementing by 1 in ascending ordersequentially.
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If only one attachment exists in the process for the transaction, the "Download Attachment" directly opens the file.
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If no attachment is attachments are present, the option "Download Attachments" option will not be seen appear in the Download dropdowndrop-down menu.
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Download Packet
Download Packet will generate a zip folder with pdf files containing the New Hire's Form I-9, any DHS notifications (such as Further Action Notices and Referral Notices), and copies of documents that have been attached.
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Opening the zip file will display individual folders for each activity. Click on the relevant activity folder to view any attached documents within that activity, as well as the signed PDF form.
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