What is I-9 Insight?
I-9 Insight shows the following metrics related to your organization:
- I-9 Totals by State
- Citizenship Status graph
- WAE Aging graph
- Overdue Reasons graph
- List A Documents graph
- List B Documents graph
- List C Documents graph
- Document Totals by Type
- Document States
Who can access I-9 Insight?
The following checked Role Types can access I-9 Insight..
| Role Type | Access |
|---|---|
| System Administrator |
|
| Process Administrator | No |
| Content Administrator | No |
| HR Specialist |  |
| Recruiter | No |
| Help Desk Analyst | No |
| I-9 Specialist | |
| E-Verify Specialist | |
How do you access I-9 Insight?
Click the menu icon and scroll down to Reports/Dashboards. Click on the "I-9 Insight" link.
|
How the data is displayed in I-9 Insight?
The I-9 Insight presents I-9 related data in the format of tiles, graphs, and charts, organized based on various attributes and states. The data presented in the I-9 Insight for users may differ depending on the security access set by the System Administrator. Users will only have visibility to the data for which they have been granted access.
For example, if the user's access is configured to view only "Research" Company data, only the rows associated with that Company will be visible to the user in the I-9 Insight.
What sections are included in the I-9 Insight?
Below is an example of the I-9 Insight page.
I-9 Insight Page |
|---|
|
The sections included in the I-9 Insight are discussed below:
Tiles showing I-9 totals
The top of the I-9 Insight page displays cards or tiles showing I-9 totals by their state.
| I-9 Insight Page |
|---|
|
The counts showing in tiles will be same as the counts in the Document States. An example for "Ready to Purge" status is given below:
| Tiles |
|---|
|
| Document States |
|---|
|
Click on any tile to view transactions related to that section.
|
A popup page as shown below will open with the list of I-9s related to that segment.
The page will include a "Export to Excel" button if the logged-in user's role has been granted data export capability. In situations where a user holds multiple roles, access to data export functionality remains available in the Invitation Insight, if at least one of the following roles possesses such capabilities: System Administrator, HR Specialist, I-9 Specialist or E-Verify Specialist for Smart Onboarding product; System Administrator, I-9 Specialist or E-Verify Specialist roles for Smart I-9 product.
By clicking on this button, the user can download the data as an excel file to the local computer.
|
A sample downloaded excel file is given below:
|
The details presented on the page are given below.
| Field | Field Description |
|---|---|
| I-9 ID | Distinctive numeric I-9 ID generated for the transaction |
| Name | New Hire's full name (First Name, Middle Name and Last Name) |
| I-9 Status | Active/Inactive/Ready to Purge |
| Hire Date | Displays the value depending on the given criteria
|
| Company/Business Unit | Based on the Legal Entity setup within the organization, the Company/Business Unit value will be displayed. |
Clicking on the I-9 ID link will open its summary details.
|
Again, click on the I-9 ID link on the summary page to view the Form I-9 details.
| I-9 Summary Page |
|---|
|
| Form I-9 Details |
|---|
|
In case, if the selected I-9 ID has additional I-9 processes associated to it, then you will see all the Invitation IDs associated with the I-9 when clicked on the I-9 ID link.
|
Given below is an example of such a scenario. Click on any invitation ID to continue and view its I-9 Summary.
|
The details presented on the above drilldown page are given below:
| Field | Field Description |
|---|---|
| Invitation ID | Distinctive numeric invitation ID generated for the transaction |
| Name | New Hire's full name (First Name, Middle Name and Last Name) |
| Start Date | Start Date of the New Hire's invitation |
| Business Process | Name of the primary/linked process associated with the invitation |
| Business Process State | Current state of the process associated with the invitation |
Graphs
Citizenship Status, WAE Aging, Overdue Reasons
Clicking on any segment on the graph presents a popup page with the list of I-9 transactions associated with that particular segment.
Citizenship Status:
|
The page also includes "Export to Excel" button if the logged-in user has one of the roles that has been configured with data export capability. For more details on the data export functionality, please refer to the preceding section.
|
WAE Aging:
|
|
Overdue Reasons:
|
|
The details displayed on the page includes - I-9 ID, Name, I-9 Status, Hire Date, Company/Business Unit.
| Field | Field Description |
|---|---|
| I-9 ID | Distinctive numeric I-9 ID generated for the transaction |
| Name | New Hire's full name (First Name, Middle Name and Last Name) |
| I-9 Status | Active/Inactive/Ready to Purge |
| Hire Date | Displays the value depending on the given criteria
|
| Company/Business Unit | Based on the Legal Entity setup within the organization, the Company/Business Unit value will be displayed. |
Clicking on the I-9 ID link will open the I-9 Summary details of that particular transaction.
I-9 IDs |
|---|
|
Clicking on the I-9 ID link on the I-9 Summary page will open the transaction's Form I-9 details.
I-9 Summary Page |
|---|
|
Form I-9 Details |
|---|
|
List A Documents, List B Documents, List C Documents
In this section transactions are categorized based on the documents recorded in I-9 Section 2. Hovering over any segment of these sections will open the associated sub-category name and the total number of transactions in that sub-category.
|
The page also includes "Export to Excel" button if the logged-in user has one of the roles that has been configured with data export capability. For more details on the data export functionality, please refer to the preceding section.
|
Clicking on the I-9 ID link will open the I-9 Summary of the respective transaction. For more details of the fields displaying on this page, please refer to the above section.
|
To open the Form I-9 details, click on the I-9 Id link on the summary page.
|
|
Document States
This visual representation illustrates different I-9/DHS document statuses associated with form I-9s, along with their respective totals. Each I-9 is presented in the corresponding Document State category, taking into account only the most recent I-9/DHS status to avoid duplication within the chart.
If you click on any row within the Document States section, it will display all I-9 IDs linked to that particular document state.
|
The page also includes "Export to Excel" button if the logged-in user has one of the roles that has been configured with data export capability. For more details on the data export functionality, please refer to the preceding section.
|
The details displayed on the page includes - I-9 ID, Name, I-9 Completion Status, Hire Date, Company/Business Unit, Business Process Status and the Invitation Type.
| Field | Field Description |
|---|---|
| I-9 ID | Distinctive numeric I-9 ID generated for the transaction |
| Name | New Hire's full name (First Name, Middle Name and Last Name) |
| I-9 Completion Status | Latest I-9/DHS document state of the corresponding I-9 |
| Hire Date | Displays the value depending on the given criteria
|
| Company/Business Unit | Based on the Legal Entity setup within the organization, the Company/Business Unit value will be displayed. |
| Business Process Status | Status of the corresponding invitation process |
| Invitation Type | Indicates whether the process pertains to a primary invitation or linked/additional invitation |
Clicking on the I-9 ID link for the primary invitation type, will open the I-9 Summary details of that particular transaction.
|
To view the Form I-9 details, click on the I-9 Id link on the summary page.
| I-9 Summary |
|---|
|
|
For linked invitation type, you will see the additional invitations for that specific I-9.
|
Clicking on the Invitation ID will open the I-9 Summary details of that particular transaction.
|
|
How is the user restricted to view candidates' data in I-9 Insight?
Based on the Row Level Security settings configured in Manage Users/Contacts, users will experience limited access to candidates' data within I-9 Insight. System Administrators can facilitate this setup by assigning user access to a designated security group through the Row Level Security feature on the user details page in Manage Users/Contacts. When a user is associated with a specific security group, their access is constrained to the candidate data configured for that group, preventing them from accessing information outside their assigned scope.