The Collaboration option in Smart Onboarding allows users to post comments and share information. Collaboration can be of process level and activity level. It can be done Users can collaborate through process viewer page or from the their process activities.

Who can collaborate at the process level?

Process users such as HR Specialist/I-9 Specialist can have process level collaboration through process viewerBy accessing the collaboration runtime page, the users can view the comments posted by other users in various activities of the process.

How do you collaborate through process viewer?

Process viewer can be accessed through different waysThe Collaboration icon is available for the open/completed activities in the Process Viewer. There are several ways to access the Process Viewer page.

Access via Elasticsearch 

In Elasticsearch, the HR Specialist/I-9 Specialist/E-Verify Specialists can view candidate's process through their category actions. A HR Specialist can view the process through "My Tasks" or "Invitation" actions whereas an I-9/E-Verify Specialist can view it through "I-9 Status", "I-9 Compliance" or "I-9 Life Cycle" actions.. 

Consider an example of a HR specialist accessing Process Viewer through Invitation actions.

Click on the Elasticsearch icon. Select "Invitations" as Category and enter invitation Invitation ID or name as search keyword and click on "Search" button. When the result show up, click on "..." to access invitation actions and select "View Process". You can also see "Remove from the watch list" option in the actions since the user is automatically added to the watch list. Users who are under watch list will receive an alert when any Collaboration activity is added.

(Note: The user who created or launched the invitation will be automatically added to the watch list. Since the HR Specialist has created the invitation here, he/she is automatically added to the watch list and the option "Remove from the watch list" is shown in the related actions. To watch or unwatch the invitation, use actions "Add to the watch list" / "Remove from watch list" on the invitation.)

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The process viewer page displays as below.

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To enter a comment, click on the collaboration gadget icon at the top of the view process page, underneath the candidate's name, job and start date.

Comments can also be entered in the candidate's pending open/completed activities by clicking on the Collaboration icon next to them.

Enter a comment A popup window opens as given below. Enter your comments in the text box under "Comments" and click "Submit" button.

The comment submitted in the previous step gets updated displays in the Collaboration page as shown below:

The Once the comment is posted, the collaboration gadget indicates there is a message.

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This can also be viewed by the candidate in their View Process page after the completion of Electronic Disclosure activity. On the candidate's Home page, click on "View" link under "Process Snapshot" to navigate to process viewerProcess Viewer.

In the process Process Viewer, click on the Collaboration gadget.

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The comments posted by the HR Specialist is shown from their Process Viewer page can be seen here.

The candidate can post and submit comments from their Process Viewer as well.

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Another way to access Process Viewer is via regular consoles - Invitation console Console and My Tasks. 

How do users collaborate from their process activities?

Users can collaborate from their process or runtime activities with the help of a Collaboration gadget. The gadget is available for the candidates in their process from Electronic Disclosure and for the process users will have it (HR Specialist/I-9 Specialist/E-Verify Specialist) in their process activities. 

Candidate:

Every Each activity of the candidate's process has collaboration gadget available at the bottom right corner of the page. Candidate can post comments beginning from Electronic Disclosure.

When the gadget is clicked, a pop up window opens with all the previous comments in the activity (if any) and allows candidate to enter and submit comments if as required.

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The  

To view all activities/process comments, click on "Show All Comments" link. 

This will display all comments posted by other users as well. When "Show Activity Comments" is clicked, the page displays the comments only specific to that activity.

If the process users want to see the comments submitted by the candidate in each activity can be seen in the process viewer by clicking on the collaboration gadget next to the activities as shown below. 

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, they can access the Process Viewer and check the collaboration gadget for each candidate's activity. 

HR Specialist/I-9 Specialist/E-Verify Specialist

For process users the Collaboration gadget is available in their process activities. Click on the gadget to post comments.

These comments can be seen by the other process users in the via activities/process viewer page.

How are the users notified of Collaboration activity?

Any time a collaboration activity is added, users under watch list will be notified by an alert. Generally, the user who has created or launched the invitation will be automatically added to the watch list.

In this case, since the HR Specialist has created the invitation, he/she is automatically added to the watch list. 

When the user is added to the watch list, they will see "Remove from the watch list" option in their Elasticsearch Invitation actions or "Unwatch" option in their Invitation Console actions.

To watch or unwatch the invitation, they can use "Add to the watch list" / "Remove from watch list" options from the Elasticsearch actions or "Watch/Unwatch" options from the Invitation Console actions. 

However, when HR when a process user enters a comment in any activity, candidate does not receive alert but the Collaboration gadget for that activity indicates there is a message, after candidate refreshes the page. 

The candidate will receive alerts only when they initiate the conversation and become part of the conversation thread i.e when HR comments are reviewed and further collaboration happens from candidate sidethe process users.

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