Content Comparison

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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
Order	Required?	Task	Responsible Role	Brief Description
1	Yes	Organization 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
2	Yes	Initial System Administrator Self Registration	System Administrator	The initial System Administrator sets their login credentials
3	Yes	System Administrator User Onboarding	System Administrator	The System Administrator must agree to their terms of use
4	Yes	Organization Onboarding	System Administrator	The System Administrator must agree to the organization terms of use

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Create Administrative Users
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Create Administrative Users - If your initial System Administrator needs assistance!
Order	Required	Task	Responsible Role	Brief Description
5	No	Invite 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
6	Yes	Administrative Users Self Registration	Administrative User	The Administrative User(s) must set their login credentials
7	Yes	Administrative Users Onboarding	Administrative User	The Administrative User(s) must agree to terms of use

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

Create Content Revisions
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Create Content Revisions

Order

Required

Task

Responsible Role(s)

Brief Description

8

Yes

Use 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 Content Revisions for Company Logos
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Create Content Revisions

Order

Required

Task

Responsible Role(s)

Brief Description

8

Yes

Use Content Revisions to add Company logo image(s)

System Administrator

Process Administrator

Content Administrator

Images

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

Theme Builder
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Order

Required

Task

Responsible Role(s)

Brief Description

9

No

Theme Builder

System Administrator

Process Administrator

Set up the colors and sizes for themes
Different entities within your organization can have different themes

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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
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Order

Required

Task

Responsible Role(s)

Brief Description

10

No

Organization 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

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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
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Create Content Revisions

Order

Required

Task

Responsible Role(s)

Brief Description

11

Yes

Use 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

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Configure Home Pages and Themes
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Configure Homepages and Themes

Order

Required

Task

Responsible Role(s)

Brief Description

12

No

Configure 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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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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Order

Required

Task

Responsible 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

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Set Up Attribute Preferences
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Order

Required

Task

Responsible Role(s)

Brief Description

14

No

Attribute Preferences

System Administrator

Process Administrator

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

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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
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Create Content Revisions

Order

Required

Task

Responsible Role(s)

Brief Description

16

Yes

Use 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)

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Invite/Create Business Users
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Invite Business Users - (Same as Invite Administrative Users)
Order	Required	Task	Responsible Role	Brief 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

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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 Role	Brief Description
21	Yes	Invite New Hires to use the system	HR Specialist or Recruiter	HR Specialist or Recruiter creates invitations to New Hires

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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

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Version	Old Version 6	New Version Current
Changes made by	srigowri.a	srigowri.a
Saved on	Jun 23, 2021	Jun 23, 2021

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