What are Smart Checklists?

The Smart Checklist is an optional activity in the onboarding process, useful in tracking external tasks, setting reminders, and managing document collection. Employing Smart Checklists ensures users complete specific tasks, like uploading or downloading documents. They are user specific, and can be placed in a specific step in the onboarding process. They can also be configured in the process specific to department, location, or any other relevant attribute.

How do you create a Smart Checklist?

Create a Content Revision or modify a Content Revision that is in progress. For more details on creating a Content Revision, please click here. Under Content Metrics, click on "Add" for Smart Checklists.

Enter the Smart Checklist information in the fields shown below.

Choose who is supposed to complete the Checklist, using the "Participant Pool" (any user or New Hire). 

Select "Enable Admin Checklist" to enable the same checklist to administrative users. When enabled, additional fields add on the page to enter the admin checklist details. 

When ‘Enable Admin Checklist’ checkbox is enabled, a corresponding review activity for the defined participant will be created after the revision is applied and the activity will be available in the process revision to configure in the process.

Enter a "Task" that the participant pool has to do.

Define the task specifics by selecting either "Enable Uploads" or "Enable Downloads," depending on the user's intended action. To add more specifics, click on the "Edit Details" link.

Add additional task lines by clicking on the "Add Task" button.

Add all the tasks you wish the user to complete and click on the "Save" button.

The summary of the content added or modified in the revision displays on the Content Revision page as shown below.

Return to the revision page by clicking on the "Return to Manage Revision" button and apply the revision.

How to include a Smart Checklist in the onboarding process?

To include a smart Checklist in the onboarding process, create a new Process Revision. Note: You can also modify a Process Revision that is In Progress.

Reserve and Configure the revision.

Click on "Configure Business Process" link.

On this page, find a place that you want the Smart Checklist to go. This can be any place that has an "Add" option. Note: It must be a process that the selected Participant Pool can access ("participant pool" is specified on the Smart Checklist Page while defining or modifying a Smart Checklist).

Click on "Add".

Select the Smart Checklist(s) that you want to use in the business process.

Click on "OK".

You will notice the Smart Checklist added to the process. Click on the Checklist link to configure the route criteria.

You have to complete this step in order to properly configure the Smart Checklist's revision. There are two options: Always Route and Route if criteria is met. Route if criteria is met allows you to limit who can see the Smart Checklists in their onboarding process. Always Route means that it will show for all users in the Participant Pool.

In the below example, "Route if criteria is met" is checked. Click on the Process Variable lookup icon to select the criteria for routing.  The criteria can be as complex as you would like. 

Here, Business Unit is selected as a specific attribute.

Selecting one of the Business Units will restrict the Smart Checklists only to those New Hires in the Onboarding process.

Here, we have selected the "Business Unit Attribute ID" as Process Variable, "Equal to" as Operator and "00001" as the Process Variable Value.

Save after specifying all of the criteria.

When you want the Smart Checklist to always show up for the respective Participant Pool in that step of the process, regardless of other criteria, click "Always Route" and save.

Similarly, add the Admin Checklist to the process and save.

On the Process Revision page, click on "Return to Manage Revision" button.

Apply the revision.

Based on the checklist criteria, the activity shows in the process for the participant pool (New Hire) as shown below,

If documents are marked as required while configuring the Smart Checklist, they must be attached by the New Hire before checking the document.

The following error message displays if the required documents are not uploaded.

Click on "View/Attach" to upload the documents.

The Task Details page opens to attach the documents. Click on the "Attach" link.

Click "Choose File" and select the file you want to upload as an attachment. There are no restrictions on the file name; and it can be the same as the name of a previously uploaded file (if any). Click on "Upload" after the file is attached.

The attached file shows on the Task Details page as shown below. Then click on "OK".

The Smart Checklists will not allow to attach "bmp" file formats.

The following error message displays when "bmp" file is uploaded as an attachment.

Note: If images greater than 1.5 MB and "jpg", "jpeg", "gif" formats are uploaded, they are automatically downsized when added as attachments.

However, if image file size is greater than 10 MB, the following error displays on the page.

The uploaded document gets checked in the Smart Checklist as shown below. Uploading the other documents that are not marked as required is optional.

For the documents with downloads enabled, click on the "Download" button to see the downloadable file.

Click on "Download" link to download the attachment.

After completing all the tasks, click on "Save / Submit".

The following is the Admin's Smart Checklist that is added to the process.

Click on the "Attachments" button to download the documents uploaded by the New Hire.

When the Task Details page opens, click on the download icon.

Check the reviewed documents and click on "Save / Submit" to complete the process.

How do you modify a Smart Checklist?

Start by creating a Content Revision or modifying a Content Revision that is In Progress.

Click on "Review/Update" for Smart Checklists. 

Select the Smart Checklist that you wish to modify.

The Smart Checklist page opens as shown below:

Modify the checklist as required and save. Here a new task is added to the checklist. 

Click on "Return".

The summary of the modified checklist shows on the Content Revision page. Click on "Return to Manage Revision".

Apply the Content Revision.

The runtime page of the modified Smart Checklist for the New Hire shows as below:

Do administrative users have the ability to attach documents through the checklist?

Administrative users also have the ability to upload documents using their checklist. They can either substitute a new document for the attachment already provided by the new hire or add a new attachment for a specific task.

To add a new document, select the right arrow on the task and click on the "Attachments" button.

If the task already has a document attached by the new hire, it will be displayed on the page as shown below. In case the task has no attachment from the new hire, the attachment section will appear empty.

To add a new document, click on the "Attach" icon.

Choose and upload file from your local computer.

The new attachment shows on the Task details page as shown below. Click on the "OK" button to navigate to the checklist page.

After completing the tasks, save the checklist.

How administrative users can view attachments uploaded through the checklist?

Administrative users can view checklist attachments via Invitation Console process viewer. To access the process viewer page, click on the "View Process" link for the selected invitation in the Invitation Console. 

Note: "View Process" can also be accessed through Keyword Search "Invitations" category. For more details, please click here.

On the process viewer page, click on the "Download" dropdown and select "Download Attachments".

The zip folder containing the attachments will download to your local computer. Open the zip file to view the attachments. The zip includes all documents uploaded during various process activities such as Smart Checklist, Employee Biographic Information, I-9 Section 1 and Section 2. The attachments from checklist activities includes documents from both the New Hire and administrative checklists. 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. If only one attachment exists in the process for the transaction, the "Download Attachment" directly opens the file. 

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

Note: If the invitation process is restarted and new attachments are added in the checklist activities, the attachments from the previous process will be removed, and access to attachments from the ongoing process will be available for download.