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What actions can you perform from the Invitation Console?
The actions that can be performed from the invitation console depends available in the Invitation Console depend on the user's role and the current status of the invitation process. Note: Users having with the I-9 Specialist /or E-Verify Specialist roles in the Smart Onboarding product cannot perform certain admin related actions from the provided listhave limited access to certain administrative actions. Details on these restrictions are provided in the following sections.
- Launch
- Process Simulator
- Process Insights
- Watch/Unwatch
- Resend Welcome
- Restart Process
- Terminate Process
- Restart Activity
- Consider Process Complete
- Set/View Important Dates
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For the selected Invitation ID, click the "Info and Actions" link.
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Select the "Actions" tab. This displays the list of actions that you can perform for the selected invitation.
| Info and Actions |
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An alternative method to perform these actions is by through Keyword Search using the Keyword Search"Invitations" category. For more details, please click here.
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Launching the onboarding process is the next step after creating an invitation for a New Hire. This will send action sends an email to the New Hire, allowing enabling them to create a User ID and Password self-register in Smart Onboarding and begin their process.
To launch the onboarding process., the invitation must be in the "Invitation Created" state. For the selected Invitation ID, click the "Info and Actions" link. Then, select the Actions tab and click , navigate to the Actions tab, and select "Launch".
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Click "OK" on the message to confirm the invitation launch action.
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This message confirms the process has been launched for the invitationAfter launching the invitation, the following message appears, confirming the action. The message also includes the Invitation ID associated with the process.
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After the onboarding invitation is initiated, the New Hire will receive an email containing a link for self-registration. Below is an example of the invitation Examples of invitation emails for the Smart Onboarding and Smart I-9 products are provided below. By clicking the START ONBOARDING or START I-9 link, the New Hire can begin self-registration.
| Invitation email for the Smart Onboarding product |
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| Invitation email for the Smart I-9 product |
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An alternative method to perform this action is by through Keyword Search using the Keyword Search. "Invitations" category. To get For more details, please click here.
Resend Welcome
This option will be becomes available under the invitation's actions once the New Hire invitation has been launched. Selecting '"Resend Welcome' " will send the self-registration email to the New Hire again, which can be is helpful if they haven't created their Smart Onboarding account before the allotted time expired.
Click To resend the welcome email, click the "Info and Actions" link for the corresponding invitation, then choose select "Resend Welcome" under the Actions tab.
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Click "Yes" on the message to continue.
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The below confirmation message displays after the welcome email has been sent.
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The New Hire will receive the invitation email, which will allow the New Hire to create a User ID and password and begin their onboarding process.
Note: Once the resend welcome email is received, the self-registration link from any previous welcome emails will no longer be valid.
Sample resend invitation emails for the Smart Onboarding and Smart I-9 products are given below:
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A sample resend invitation email for the Smart ISample self registration invitation emails for the Smart Onboarding and Smart I-9 products are given below. By clicking on the START ONBOARDING/SMART I-9 link, New Hires can start their account creation process.
| Resend welcome email for the Smart Onboarding product |
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A sample resend invitation email for the Smart I-9 product is shown below:
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An alternative method to perform this action is by through Keyword Search using the Keyword Search"Invitations" category. For more details, please click here.
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Click on the "Admin Actions" link to see the list of available actions. By clicking these links, you can perform various actions on a New Hire's the process. Detailed procedures for performing these actions are discussed in the following sections.
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Click on each step to expand the activity details of the process.
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An alternative method to perform this action is by through Keyword Search using the Keyword Search. "Invitations" category. For more details, please click here.
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For the selected invitation, click on "Info and Actions" link and select "Process Simulator" under Actions tabunder the Actions tab.
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The Process Simulator page displays as follows. Here, you can view the process variable values as well as the User and State details.
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The process details for the corresponding invitation process will be displayed. It It presents a complete overview of the process, outlining the activities within each step along with their corresponding details. You You can expand or collapse the grid for each step by using the arrow located on the right side corner within the grid.
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To see the information about users who can access the activity, click the "View Participants" link.
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An alternative method to perform this action is by through Keyword Search using the Keyword Search"Invitations" category. For more details, please click here.
Restart Process
Restart Process will help The "Restart Process" option is useful if something in the process went wrong, but it isn't a specific activity that you can trace. When "Restart Process" action is used, Using this action restarts the onboarding process restarts from the New Hire's first activity. This option can be used for invitations which have Hire’s first activity and deletes all attachments from the previous process activities.
This option is available for invitations with a status of
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Invitation Launched
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or
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Invitation in Progress
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To restart the process, locate the relevant transaction in the Invitation Console.
Note: To
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check the current progress of the onboarding process
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before restarting,
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click the "View Process" link for the invitation and
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review the process
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page.
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In this case, the process viewer shows the process is routed to the Biographic Information activity for the New Hire.
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To perform "Restart Process" action for this invitation, navigate to click the "Info and Actions" link and click select the " Actions " tab.
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| Actions |
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Select a reason and enter comments, then click "Submit".
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Click "OK" to continue with the action.
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You will notice that the New Hire's onboarding process has been restarted from the Electronic Disclosure activity. Process viewer for the A sample process page for a restarted process is shown below:
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Additionally, the New Hire will receive an email confirmation regarding the restart of their onboarding process.
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Note: In case, if New Hire is simultaneously working on any activity and completes the activity after the process has been restarted, then the following message displays on the page.
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An alternative method to perform this action is by through Keyword Search using the Keyword Search"Invitations" category. For more details, please click here.
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This action can be performed on a transaction when there is a need to terminate requirement for an in-=progress process to be terminated. To To perform this action, the invitation status of the transaction must be either "Invitation Launched" or "Invitation in Progress". Note: After the Once a process is terminated, no further actions can will be performed on available for the invitation.
For example, consider an invitation currently in the "Invitation In Progress" status.
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For the selected invitation, click the "Info and Actions" link.
| Info and Actions |
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The action opens the "Information" tab of Info and Actions opens as belowfor the process. Here, you can verify the current Business Process Status and Onboarding Status of the invitation.
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On the Terminate Process page, choose a an appropriate reason for terminating the process termination from the dropdown, add a comment, and click "Submit".
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Since no further actions can be performed on terminated transactions, the Actions tab for this specific transaction will not display any action optionsno options will be available in the invitation actions.
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The user whose process has been terminated will receive an email in the following format.
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An alternative method to perform this action is by through Keyword Search using the Keyword Search"Invitations" category. For more details, please click here.
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This option allows you to have the invitation status to be marked as complete. A sample scenario where this is useful is when the complete an invitation process that is in launched or in-progress status. A common use case for this action is when a New Hire completes their onboarding process offline or in person instead of using the online onboarding system.
To perform this action, the invitation status of the transaction must be either "Invitation Launched" or "Invitation in Progress".For the complete the process for a selected invitation, click on the "Info and Actions" link.
| Invitation Console - Info and Actions |
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This will open the "Information" tab, as shown below. Under this tab, the employee's job details and the onboarding status of the invitation are displayed. After completing the transaction through this console action, these statuses will be updated.
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To force complete the invitation process, navigate to select the "Actions" tab and select click the "Consider Process Complete" option.
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On this page, select Select a reason for completing the New Hire's process, enter a comment and submit.
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After confirming this action, the invitation will be process completed and the status will be updated to the "Invitation Completed" status.
Invitation Console
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| Info and Actions → Information |
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An alternative method to perform this action is by through Keyword Search using the Keyword Search"Invitations" category. For more details, please click here.
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The Restart Activity feature allows a specific onboarding activity to be redone in case of a mistake or the need to add new information. This action is available for invitations that are currently in progress. The activities listed in the Restart Group will vary depending based on the user user’s role and the progress of the New Hire Hire’s onboarding process, specifically how many activities have been completedparticularly the number of completed activities.
Below is a detailed example of a restarted activity for the HR Specialist role:
Consider a scenario where a New Hire Hire’s onboarding process that is in progress with the "is In Progress, and the Verify Information " activity has been completed. Note: You can view check the pending activities for the invitation in the My Tasks Console.
| My Tasks Console |
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For the selected above invitation in the Invitation Console, click on the "Info and Actions" link .in the Invitation Console,
Invitation Console → Info and Actions |
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The onboarding status of the invitation before restarting an activity restart can be seen viewed under the " Information " tab. After activity restart this Once the activity is restarted, the status will be updated accordingly.
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Navigate to the Actions tab, then select the "Restart Activity" option.
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Select an option from the Restart Group dropdown based on the activity you wish want to restart. Each option in the Restart Group represents a collection set of different activities that were previously configuredcompleted in the process.
| Options showing The options available in the Restart Group drop down dropdown for a user with the HR Specialist role are: |
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| Options showing The options available in the Restart Group drop down dropdown for a user with the I-9 Specialist Specialist role are: |
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After selecting an option from the Restart Group, add a comment and click "Submit".
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The New Hire will receive the following an email regarding about the restarted activity. By clicking the link provided in the email, the New Hire can log in to their onboarding process and complete the pending activities.
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The restarted status will be reflected in the Info and Actions section under the "Information" tab, as shown below.
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The pending activities for the restarted invitation can be viewed in the My Tasks Console, as shown below.
Once the New Hire completes their pending activities and submits the process to HR, HR Specialists can finish their tasks by clicking on the activity link that appears in the My Tasks Console.
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, the New Hire can log in to their onboarding process and complete the tasks.
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An alternative method to perform this action is through Keyword Search by using the Keyword Search"Invitations" category. For more details, please click here.
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An alternative method to perform this action is by through Keyword Search using the Keyword Search."Invitations" category. For more details, please click here.
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Select from the Restart Group dropdown which activity you want to restart. Each option in the Restart Group is a collection of different activities that was previously configuredcompleted.
To restart benefits activities, select "Correction to Benefit Forms" option from the Restart Group dropdown.
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Enter a comment explaining comment explaining the reason for restarting the activity and click "Submit".
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Click "Ok" to continue.
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The New Hire is notified by an email once the process has been restarted.
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After the restart, the benefit activities will appear under the pending tasks for the New Hire. By clicking on the corresponding link, the The New Hire can access the activities and complete themthese activities by clicking the corresponding link.
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Restart Process:
This option will restart the entire New Hire's process.
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Restart process through Keyword Search:
Click on the Keyword Search icon and select "Invitations" in the Category drop the Category drop down. Enter the search keyword in the "Keywords" field and click "Search".Here Here, the Invitation ID is used as the keywordfor searching.
The search will display the invitation in the results. Click on actions and select "Restart Process" from the menu.
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The New Hire is notified by an email once the process has been restarted.
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By clicking the hyperlink in the Outstanding Tasks section on the Homepage, the New Hire can begin their process. When they reach the
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benefit activities, they can edit the benefit forms as needed and
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resubmit them to the HR
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Specialist for review.
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