What is My Tasks?

My Tasks is a page that shows the Business User what needs to be done for their role, or even specifically only for them. These tasks vary depending on the user role and where the New Hire is in their onboarding process. The tasks' timing to appear in this console is dependent on the timeliness of the person doing the tasks before them. The first task will appear on an HR Specialist's My Tasks page, after a New Hire has finished their pre-screening activities (only if 'Hold for PreScreen Processing?' is selected as "Yes" in the New Hire invitation). In other case ( if 'Hold for PreScreen Processing?' is selected as "No" in the New Hire invitation), the first task will appear on HR Specialist's My Tasks page after New Hire has completed their onboarding activities.

There can be multiple tasks from a New Hire at the same time, but only appear if they are independent of each other in the step. When the activities are sequentially dependent, only the first activity will appear in the My Tasks list. In the onboarding process page, the dependent activities have locks next to them. Although there may be multiple tasks from a New Hire at the same time, they can be completed all in the onboarding process page. If you leave the onboarding page, you can always come back to My Tasks page to access the activities that are not completed.

Who has access to My Tasks?

Only users with the following checked roles can access My Tasks:

User role	Access
System Administrator	No
Process Administrator	No
Content Administrator	No
HR Specialist
Recruiter
Help Desk Analyst	No
I-9 Specialist
E-Verify Specialist

How do you access My Tasks?

My Tasks can be accessed in two different ways:

Access via menu icon:

The menu icon can be found in the upper left corner of the page.

From the menu icon, select "My Tasks" under Consoles.

Menu

Access Via Quick Links:

From the delivered user home page, you can select "My Tasks" through the Quick Links bar located below the banner.

Home Page with Quick Links

What are the contents of My Tasks console?

The My Tasks console page comprises several key sections, including the Search Filter, Quick Filter, the "Export to Excel" option and search results displaying the pending activities related to New Hire invitations specific to user's assigned role. The data displayed within the console adheres to the user's security settings established by the System Administrator. Consequently, users will only have visibility to the data for which they have been granted access. For instance, if a user's access is restricted to "Research" Company data, they will exclusively view information associated with that particular company within the console.

Furthermore, the availability of the "Export to Excel" button is dependent upon the configuration of the logged-in user's role. Specifically, this button becomes visible if the user's role has been enabled for data export capabilities. Alternatively, if the user holds multiple roles, access to this button requires at least one of the roles to have export functionality configured.

Furthermore, the availability of the "Export to Excel" button is dependent upon the configuration of the logged-in user's role. Specifically, the button becomes visible if the user's role has been enabled for data export capabilities. Users with multiple roles will have access to the data export feature in their My Tasks as long as they hold at least one of the roles: HR Specialist, I-9 Specialist, or E-Verify Specialist, and if any of these roles is configured with such capabilities.

Note: In this example, since the user holds multiple roles (HR Specialist, I-9 Specialist, and E-Verify Specialist), the My Tasks console is showing invitations with pending activities that belong to each of these roles.

My Tasks console without "Export to Excel"

My Tasks console with "Export to Excel"

Use these search filters to quickly find a specific transaction. Next to the field, you can change the search option to specify how you want your text to be perceived.

Note: For those with a large number of tasks in the queues, please note that the My Tasks console queue is limited to 1000 tasks with the most recent Invitation ID at the top. If there is a need to access these earlier tasks, we recommend utilizing the search located at the top right of the window or enabling the Deferred Console Search Product Preference. These options will allow for better filter your entire task list.

Field	Behavior
First Name	Filter by first name Selecting "begins with" will search for the beginning of the First Name for the letter(s) that you enter Selecting "contains" will search for any of the First Names that has the letter(s) that you enter Selecting "equal to" will search for the First Name that is exactly what you type in
Last Name	Filter by last name Selecting "begins with" will search for the beginning of the Last Name for the letter(s) that you enter Selecting "contains" will search for any of the Last Names that has the letter(s) that you enter Selecting "equal to" will search for the Last Name that is exactly what you type in
Invitation ID	Filter by the New Hire's Invitation ID # Selecting "equal to" will show you just the Invitation ID that you selected from the list Click on the lookup and select from the list of invitations
Start Date	Filter by the New Hire's start date Selecting "equal to" will show you the New Hire invitations with that specific start date Selecting "between" will generate another search box Selecting "greater than or equal to" will show you the invitations with that specific start date or later Selecting "less than or equal to" will show you the invitations with that specific start date or earlier

In this example, the search results are filtered by the Start Date.

Quick Filter

Quick Filter is another way to quickly find a specific invitation or to get a list of invitations matching specific criteria.

Export to Excel

If the logged-in user's role has been configured with export functionality, they'll find the "Export to Excel" button within the console. Users with multiple roles will have access to the data export feature in their My Tasks as long as they hold at least one of the roles: HR Specialist, I-9 Specialist, or E-Verify Specialist, and if any of these roles is configured with such capabilities.

Clicking on this button will download the search results displayed in the console as an Excel file to your local computer.

Note: The "Export to Excel" button is specifically designed to download search results obtained from using the search fields. Note that filtering by the Quick Filter feature will not limit results in the export.

Note: If no results are found for the search criteria, the "Export to Excel" button will not appear in the console.

A sample downloaded excel file is given below. The search filters applied is also displayed on the top row of the file.

Downloaded Excel file

If multiple filters are applied in the search, a sample downloaded file is given below:

Search Results

Based on the search criteria selected in the Search Filter/Quick Filter, the invitation details display in the search results. The details of the search results include the following fields:

Invitation details

Field	Behavior
Invitation ID	New Hire's distinctive ID # Clicking on this will pull up the New Hire's personal information and job information
Name	New Hire's name
Start Date	New Hire's starting date of employment
Business Process	Tells whether the invitation belongs to the primary process or additional I-9 processes that are initiated after completing the primary process
Activity Name	Clicking on which will open the activity that needs to be completed by the user
Assigned on	The date and time on which the pending activity is assigned to the user
View Process	The "process" refers to the onboarding process, and "View Process" shows you the list of activities in the process and their status details

Activity Name

Invitations with activities pending for that specific user role(s) are displayed in My Tasks console.

If the user has multiple roles, all the invitations with activities pending for those role types are displayed in My Tasks console. Click on the "Activity Name" link to open the activity in process.

Business Users can also use Keyword Search My Tasks to view their pending activities. For more details, please click here.

View Process

Clicking on the "View Process" link will open the process viewer page of that particular invitation.

Shows the New Hire's Name, Job Code, Start Date and "Download" button on the top (next to New Hire's image) and the list of onboarding process activities with status represented as icons next to each activity. It includes New Hire as well as HR/I-9/E-Verify Specialist activities. Note: If revised start date exists for the transaction, then the Start Date is updated with the revised date.

The lock symbolrepresents the activity is locked and not routed, the icon represents the activity is routed/in progress but not completed and symbolizes a completed activity.

Activities that are routed to or completed includes the description with date, time, status and the user role type details as given below. For routed activities, the role type of the user is included whereas for the completed ones the user name is displayed.

Note: If the user has multiple role types, the first role type assigned to the user is displayed.

Navigating through search results

The search results are displayed in pages with each page containing 10 rows by default. The rows displaying per page can be altered by selecting a different value in "Rows per page" drop-down.

Rows per page drop-down

To navigate through the search result pages, you can

use "Previous" and "Next" buttons
click on the page number tab or select the page in the drop-down and click on "Go"

Using this feature, it is easy to navigate to any page in the search results and review information and perform pending activity for any New Hire's invitation.

Below example shows navigating to page "3" of the search results by clicking on the "3" tab. To view invitation details, complete pending tasks or view process details, click on the corresponding links for any selected invitation.
Clicking any of the links will open the corresponding details in a new window, while your search page remains open in the previous window. To view another information or perform the pending activity, return to your search page and click the corresponding link, which will also open the relevant details in a new window.

What can you do on the process viewer page?

As a Business User (HR Specialist/Recruiter, I-9 Specialist, or E-Verify Specialist), you can download signed forms and attachments from the process viewer page. This page provides an overview of what is needed to be completed and at what time all of these activities were initiated and completed. It also indicates which activities are locked and which are accessible simultaneously.

To open the process viewer for any invitation, click the "View Process" link for that specific invitation in the My Tasks Console.

The process viewer page with the list of activities displays as shown below. The signed forms & attachments can be downloaded by clicking on the "Download" dropdown.

Download Signed Forms

Select this option to download all of the New Hire's signed forms. When clicked it will download a .zip file containing all the signed forms.

Click on the downloaded .zip file to view the forms. The signed forms will be downloaded as PDFs as shown below.

Download Attachments

This link will download attachments from both the primary and restarted processes, including those uploaded during various process activities such as Smart Checklists, Employee Biographic Information, and I-9 Section 1 and Section 2 activities. Note: If attachments are edited within the activities, the most recent updated attachments will be reflected here.

When clicked on the "Download Attachments", it downloads a .zip file if there are multiple attachments.

Open the downloaded .zip file to view the attachments. The attachments will be in png format as shown below. Click on each file to open the attachment.

If documents uploaded during process activities have the same file name, a number will be appended to each duplicate file name, starting from 1 and incrementing by 1 in ascending order.

If only one attachment exists in the process for the transaction, the "Download Attachment" directly opens the file.

If no attachment is present, the option "Download Attachments" will not be seen in the Download dropdown.

Download Packet

Download Packet will generate a zip folder with pdf files containing the New Hire's Form I-9, any notifications (such as Further Action Notices and Referral Notices), and copies of documents that have been attached.

Opening the zip file will display individual folders for each activity. Click on the relevant activity folder to view any attached documents within that activity, as well as the signed PDF form.

My Tasks - Business Users