An HR Specialist's HR Activities are broken into Verify Information, Complete Job Data, and Send Candidate Data to HR.

How do you complete the Verify Information activity?

Review the New Hire's information. If it is not correct, you will need to restart an earlier activity for the New Hire, or restart the New Hire's process. Refer to the Invitation Console section for how to do this.

If it is correct, check the acknowledgement checkbox and click on "Electronic Acknowledgement" button.

Verify Information Activity

How do you complete the Complete Job Data activity?

Fill out the details by clicking on the field look ups. Enter the required fields.

The information that is entered in the New Hire invitation reflects on this page. If needed, you can edit these values, before sending the information to HR system.

After entering all the information in Complete Job Details, click on 'Save'.

If you want to skip sending employee data to HRMS, then select "Skip System Update" option.

Even after completing the activity, the details entered in CJD activity is editable until "Send Candidate Data to HR" activity is completed.

Click on the 'Edit' button provided at the bottom of the CJD page and uncheck the 'Skip System Update' checkbox if checked. This will open up the fields for editing.

Make necessary changes to the values and save again.

How to create and use a CJD template?

Creating a CJD template is an optional step that will allow you to create similar CJD forms without having to enter all of the details again. After you have entered details in a CJD form, you can save those details as a template to be used at a later time. Using the gadgets provided at the right bottom corner of the page, you can either save a CJD form as a template or copy an existing template into a new form.

To create a template:

Enter all the fields and click on the upload template gadget as shown below.

Enter the template fields and click OK.

Field (All are required * )	Behavior
Template Type	Shared Template: Others can copy this template to their CJD forms Private Template: Only the current user can use this template
Template Name	Give a name that makes sense to you and your organization
Description	Give any description that helps you understand what this template does
OK	This will save the template and take you back to the CJD page
Cancel	Takes you back to the CJD page without saving the template

Load Template:

While in a CJD form select the "Load a Transaction from an existing Template" icon in the bottom right corner of the page. Once the activity is completed, you cannot load template on the page.

Choose the template you want to copy and click OK.

Field	behavior
Created By	Search by the user that created the template Used to filter the search
Template Name	Search by Template Name Used to filter the search
Template Type	Search by Template Type Used to filter the search Shared or Private
Search	Click to find matching templates Click in the radio button next to the template you want to use
OK	Click OK to copy the details
Cancel	Click Cancel to leave without copying

Note: If you have entered data already, it will not be overridden by the template values.

How to revise New Hire's start date in Complete Job Details?

The Start Date that is populated on the Complete Job Details (CJD) form is from the New Hire's invitation. This can be changed to another date until the "Send Candidate Data to HR" activity is completed. The date that is modified here reflects on the HR Summary page and will be sent to HR database when the data is synced.

Start Date on Complete Job Details page

This Start Date can be changed to a new date and saved.

The scenarios where you can check the invitation's Revised Start Date are given below:

Invitation Revised Start Date in Elasticsearch

Category - Invitations

Clicking on the Invitation ID link in Invitations Category related search results, opens the Invitation Summary page. The Revised Start Date in the Summary Page is highlighted below.

The "Revised Start Date" shows under Start Date field only if Revised Start Date exists for the invitation.

Note: The Revised Start Date is different from the employee's first day of employment date mentioned on I-9 Section 2 for Form I-9. For Form I-9, the first day of employment date has to be updated only in I-9 Section 2.

Category - I-9 Status

Category - I-9 Compliance

Category - Manage Accounts

Invitation Revised Start Date in Process Viewer and in runtime process page

Click on "View Process" in Invitations category related actions.

This opens the process viewer page. The Start Date gets updated with the revised date which displays on the top of the page, besides New Hire's image as shown below.

Open any completed activity in the Process Viewer page.

In runtime page, the Start Date gets updated with the revised date which shows on the left side under New Hire's image.

Invitation Revised Start Date in Consoles

Invitation Console

The Start Date gets updated with the revised date in the Invitation Console:

The Revised Start Date also shows in "Info and Actions" Information tab. Click on "Info and Actions" link for the invitation.

Under "Information" tab the Revised Start Date displays as given below. Note: The "Revised Start Date" shows under Start Date field only if revised start date exists.

The Start Date is updated with the revised date in Help Desk Console.

Note: If you want to edit this date again, navigate to the completed activity of Complete Job Details and open the form in edit mode.

Modify the Start Date and save.

The modified date reflects in the HR Summary page.

What details are included in HR Summary?

The HR Summary includes both employee and employer filled data. Before sending the candidate's data to HRMS (applicable only if HR database is integrated with Smart Onboarding system), the HR Specialist reviews the information to make sure it is correct.

If any corrections are required in the job information, navigate to the completed activity of Complete Job Details and open the form in edit mode.

Make corrections as required and save the form. The modified information reflect in "Send Candidate Data to HR" as you open the activity.

Review HR Summary - Employee Details

Includes the New Hire's personal information, phone numbers (Home & Cell), home and mailing addresses, emergency contacts & self identification details.

Review HR Summary - Payroll and Tax

Includes the Federal withholding, work state withholding, residence state withholding and Paycheck preference details.

Payroll and Tax

Review HR Summary - Employment Profile

Displays New Hire's employment profile details including work location, job information, payroll & compensation etc.

Note: The Start Date reflecting on this page is from the "Complete Job Details" activity. If the Start Date is modified in Complete Job Details, the modified date will reflect on this page.

Employment Profile

How do you complete the Send Candidate Data to HR activity?

After reviewing the information, click the required box on at the bottom of the page.

Click "Save & Send Candidate to HRMS".

After successful system push to the integrated HR system (which happens only if "Skip" option is not selected in Complete Job Details), a confirmation note and an associate ID generated in the HRIS system will be displayed at the bottom of the page (applicable only if HR database is integrated with Smart Onboarding system).

Note: Make sure the “AllowHRISBypass” property under Product Preferences is turned ON for the Organization for the integration to work on Send Candidate to HRMS. If this property is turned OFF, the integration will not be triggered and the activity will be completed by just with Save button.

How can you view or download the signed forms?

Click on "Download Signed Forms".

It will download as a .zip file. Open it and you will be able to review or save the signed forms.