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Implementing Smart Onboarding consists of a number of steps which must be done before you can begin to use the system.  This section lists the steps that can be done.  Details of how to do these steps are provided in the Smart Onboarding Users section and the Video Library section.  While some of these steps are mandatory at implementation time, all of these things can also be changed later, as your needs change and you get more familiar with the system and how it works.

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Steps for setting up and using Smart Onboarding
  1. Organization Activation (required)
  2. Invite/Create Administrative Users
  3. Create Content Revision(s) for Notification Templates
  4. Create Process Attribute Revision(s) for Notification Templates
  5. Create Content Revision(s) for Company Logos
  6. Set up Organization Theme(s)
  7. Set up Organization Contacts, Default Theme, Logos and Data Export Security
  8. Create Content Revision(s) for Homepage content
  9. Configure Homepages
  10. Set up Authentication Preferences
  11. Set up Attribute Preferences
  12. Create Attribute Revision(s) for HR attributes
  13. Create Process Revision(s) for onboarding process changes
  14. Create Tax Supplemental Attribute Data
  15. Set up E-Verify
  16. Invite/Create Business Users (required)
  17. Invite/Create New Hires


Details for each step are shown below.

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Organization Activation
OrderRequired?TaskResponsible RoleBrief Description
1YesOrganization Creation

Service Provider (SmartERP)

  • A new organization is created in the system
  • The organization's designated representative (Initial System Administrator) is sent an email for their onboarding and their organization onboarding
2YesInitial System Administrator Self Registration

System Administrator

  • The initial System Administrator sets their login credentials
3YesSystem Administrator User Onboarding

System Administrator

  • The System Administrator must agree to their terms of use
4YesOrganization Onboarding

System Administrator

  • The System Administrator must agree to the organization terms of use






Invite/Create Administrative Users

Once the first initial System Administrator has been set up and the organization onboarding has been completed, the System Administrator can invite additional users to help with the system setup.  Note that Process Administrators and/or Content Administrators are optional, as a System Administrator can perform all of the activities that these users do.

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Create Administrative Users - If your initial System Administrator needs assistance!
OrderRequiredTaskResponsible RoleBrief Description
5NoInvite 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
6YesAdministrative Users - Self Registration

Administrative User

  • The Administrative User(s) must set their login credentials
7YesAdministrative Users - 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
OrderRequiredTaskResponsible Role(s)Brief Description
8YesUse Content Revisions to add Content or modify delivered Content to be used in Notification Templates

System Administrator

Process Administrator

Content Administrator







Create Attribute Revision(s) for Notification Templates

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After the content changes have been made for Notification Templates, they are applied using an Attribute Revision.  

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

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Create Content Revisions for Company Logos

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Create Content Revisions
OrderRequiredTaskResponsible Role(s)Brief Description
810YesUse Content Revisions to add Company logo image(s)

System Administrator

Process Administrator

Content Administrator







Set up Organization Theme(s) 

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

Theme Builder




OrderRequiredTaskResponsible Role(s)Brief Description
911NoTheme Builder

System Administrator

Process Administrator

  • Set up the colors and sizes for themes

  • Different entities within your organization can have different themes







Set Up Organization Contacts, Default Theme, Logos, Data Export Security

This step consists of specifying involves designating organization contacts, selecting choosing the default theme & logos and enabling/disabling and logos, configuring user roles to allow result export to Excel in consoles, dashboards, and Keyword Search, and enabling or disabling the 'Feedback' utility for your organization. This These settings can be done using adjusted on the Organization Management page.

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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OrderRequiredTaskResponsible Role(s)Brief Description
10
12
No
YesOrganization Management

System Administrator

Process Administrator

Set

Allows to set up the following for your organization:

  • organization name
Set up the
  • organization contacts
Set up the
  • default theme and theme driver
Set up the logos
  • default and mobile logos
  • configure user roles to allow result export to Excel in consoles, dashboards, and Keyword Search
  • enable/disable feedback utility 






Create Content Revision(s) for Homepage content

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
OrderRequiredTaskResponsible Role(s)Brief Description
1113YesUse 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.






Configure Homepages

The first System Administrator next should set up/modify the homepages for the system users.

Organization Homepage Configuration

There is a lot of flexibility not only in what is presented to the user on their home page, but also where and how it is shown.

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Configure Homepages and Themes
OrderRequiredTaskResponsible Role(s)Brief Description
1214NoConfigure 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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Set Up Authentication Preferences

This page allows System Administrators to customize the authentication preferences for their organization. Some organizations may want to have users answer challenge questions and/or to authenticate their email or phone each time they log on, while login while others may not.   You can use this page to set up or change your authentication scheme.

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Additionally, the configuration whether to use email/telephone or both for verifying the users' identity can be set up here.


Image Added




OrderRequiredTaskResponsible Role(s)Brief Description
1315

NoYes



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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OrderRequiredTaskResponsible Role(s)Brief Description
1416NoAttribute Preferences

System Administrator

Process Administrator

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







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Create Attribute Revision

Order

Required

Task

Responsible Role(s)

Brief Description

1517

No

Use a Attribute Revision to make changes to the attributes

System Administrator


  • Add or modify existing system data (attributes) like Company, Business Unit, Department, etc.






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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
OrderRequiredTaskResponsible Role(s)Brief Description
1618YesUse Content Revisions to add Content or modify delivered Content to be used in the onboarding process

System Administrator

Process Administrator

Content Administrator







Create Process Revision(s) to modify the delivered business process to reflect your organization's business process.

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Create Process Revision

Order

Required

Task

Responsible Role(s)

Brief Description

1719

No

Use a Process Revision to make changes to the onboarding business process

System Administrator

Process Administrator

  • Modify or add activities into the onboarding process

  • Set criteria for activities (for example, if only certain users are required to complete certain activities)







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  1. adding the tax related Form Fields specific to each state in Company Supplemental Attribute Smart Form through a Content Revision. when . 
  2. when Smart Form fields appear in Attribute Revision for Company attributes, provide values for the selected Company attributes.

After completing this configuration, the values associated with the Supplemental Attributes will be fetched dynamically in their respective Tax Withholding form reports.

For more information, please click here.

Configure Tax Data through Supplemental Attributes
OrderRequiredTaskResponsible Role(s)Brief Description
20USA (Yes - if implementing Federal and State Withholding tax activities in onboarding)Configure FEIN and tax Account ID Number for all statesSystem Administrator
  • Configure tax related form fields for each state in Company Supplemental Attribute Smart Form
  • When Smart Form fields appear

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  • in the Attribute Revision for Company

...

  • Attributes, provide values for the selected Company

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After completing this configuration, the values associated with the Supplemental Attributes will be fetched dynamically in their respective Tax Withholding form reports.

For more information, please click here.

  • attributes 


Set Up E-Verify

Smart E-Verify is a certified solution that seamlessly integrates with the Department of Homeland Security and the Social Security Administration to verify a New Hire's eligibility to work in the United States.  Use of this feature is optional.

Set Up E-Verify

Order

Required

TaskResponsible Role(s)Brief Description

1821

 USA

DHS setup for E-Verify

System Administrator

E-Verify Specialist

  • Create Process Revision to add the Complete I-9 and E-Verify activities to the business process

  • DHS Client MOU registration procedures

  • Smart I-9 DHS Client Setup





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Invite Business Users - (Same as Invite Administrative Users)

Order

Required

Task

Responsible RoleBrief Description
1922

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

2023

Yes

Business Users Self Registration

Business Users

  • Business User(s) set their login credentials






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Invite New Hires

Order

Required

Task

Responsible RoleBrief Description
2124

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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