• Launch
• Process Simulator
• Process Insights
• Watch/Unwatch
• Resend Welcome
• Restart Process
• Terminate Process
• Restart Activity
• Consider Process Complete
• Set/View Important Dates

How do you perform Invitation Console actions?

For the selected Invitation ID, click "Info and Actions" link.

Select the "Actions" tab. This displays the list of actions that you can perform.

Another way to perform these actions is through the Keyword Search. For more details, please click here.

Launch

Launching the onboarding process is the next step after creating an invitation for a New Hire. This will send an email to the New Hire, allowing them to create a User ID and Password and begin their onboarding process.

For the selected Invitation ID, click the "Info and Actions" link. Then, select the Actions tab and click "Launch".

Click "OK" on the message to confirm the invitation launch action.

This message confirms the process has been launched for the invitation.

Once the onboarding invitation is launched, the New Hire will receive the following email. By clicking the "Start Onboarding" link in the email, the user can create their login User ID and Password.

Another way to launch the invitation is through the Keyword Search. For more details, please click here.

Resend Welcome

This option will be available in invitation actions after the New Hire invitation has been launched. The "Resend Welcome" option will send a self-registration email to the New Hire, providing a link to create their User ID and Password. This option is useful if the New Hire has not created their Smart Onboarding account before the allotted time expires.

Click on "Info and Actions" and select "Resend Welcome" under the Actions tab.

Click "Yes" on the message to continue.

The confirmation message displays after the welcome email has been sent.

The New Hire will receive a re-launched or resend welcome email, which will enable them to create a User ID and password and begin their onboarding process.

To self-register, the New Hire should use the "START ONBOARDING" link provided in the re-launched or resend welcome email.

Note: Once the re-launched or resend welcome email is received, the self-registration link from any previous welcome emails will no longer be valid.

Another way to resend welcome email is through the Keyword Search. For more details, please click here.

Process Insight is a utility designed to analyze a New Hire's onboarding process.

Points to note when accessing this utility:

• Users with exclusive roles such as "Recruiter" and "Help Desk Analyst" cannot access this utility.
• Administrative Users (System Administrators, Process Administrators, Content Administrators) can access this utility only through the Keyword Search invitation category. However, admin actions are not accessible by these users. For more details, please click here.

An example of its use is shown below. To use Process Insight, select an invitation and click the "Info and Actions" option. Then, choose "Process Insight" under the Actions tab.

The Process Insight page displays as below. 

Process Instance History:

This link can be used to view the process instance details.

Admin Actions:

Use the "Admin Actions" link to view or perform process actions. Clicking this link allows users to restart the New Hire's process or any specific activity, terminate the process, or force the process to completion. However, these actions cannot be performed on a completed invitation. While Business Users with HR Specialist, I-9 Specialist, and E-Verify Specialist roles can access this link from Process Insight, only HR Specialists can execute all the admin actions.

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 process. Detailed procedures for performing these actions are discussed in the following sections.

When any of these actions are performed the updated status will reflect in both the Invitation Console and Keyword Search "Invitations" category. For more details on each of these actions, please click on the corresponding links: Restart Process, Restart Activities, Terminate Process, Force Complete Process.

Activities:

Click on each step to expand the activity details.

Another way to access the Process Insight is through the Keyword Search. For more details, please click here.

Process Simulator

This feature can be used to simulate the process. You can view which activities will be routed to which user without actually launching the process.

(Note: This feature can be accessed only through the invitation console and is not available in Keyword Search)

For the selected invitation, click on "Info and Actions" and select "Process Simulator" under Actions tab.

The Process Simulator page displays as follows. Here, you can view the process variable values as well as the User and State details.

Click on "Process Variable Values" to expand the details.

Under "User and State Details", click on the User ID type and select a value.

For the selected User ID Type, enter User ID, State and click "Simulate".

The process details for the corresponding invitation will be displayed. It presents a complete overview of the process, outlining the activities within each step along with their corresponding details. You can expand or collapse the grid for each step by using the arrow located on the right side within the grid.

To see the information about users who can access the activity, click the "View Participants" link.

For expanding and collapsing the grids, you'll find "Expand All" and "Collapse All" buttons available in the bottom of the page.

Unwatch/Watch

The user who created or launched the invitation will be automatically added to the watch list. Other users can choose to watch/unwatch any specific invitation.

For any selected invitation, click on "Info and Actions", and select "Unwatch/Watch" under the Actions tab. 

The message displays as below when the invitation is removed from the watch list.

Another way to access watch/unwatch is through the Keyword Search. For more details, please click here.

Restart Process

Restart Process will help if something in the process went wrong, but it isn't a specific activity that you can trace. When "Restart Process" action is used, the onboarding process restarts from New Hire's first activity. This option can be used for invitations which have a status of "Invitation Launched" or "Invitation in Progress".

In the Invitation Console, identify the transaction which needs restart of process.

Note: To view how far the onboarding process is progressed, you can click on "View Process" link for the invitation and verify the process viewer.

In this case, the process viewer shows the process is routed to Biographic Information activity for the New Hire.

To perform "Restart Process" action for the invitation, navigate to "Info and Actions" and click on "Actions" tab. 

Select a reason and enter the comments. Click on "Submit".

Click "OK" to confirm the process restart.

You will notice the New Hire's onboarding process is restarted from Electronic Disclosure activity.

Process viewer for the restarted process:

Also, the New Hire will receive the following email confirmation: 

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.

By clicking on the "Click here" link on the message, the New Hire can open the activities for the restarted process.

Another way to restart the process is through Keyword Search. For more details, please click here.

Terminate Process

This action can be performed on a transaction when there is a need to terminate an in-progress process. To perform this action, the invitation status of the transaction must be either "Invitation Launched" or "Invitation in Progress".

Note: After the process is terminated, no further actions can be performed on the transaction. 

For example, consider an invitation currently in the "Invitation In Progress" status.

Click on "Info and Actions" link for the selected invitation.

The "Information" tab of Info and Actions opens as below. Here, you can verify the current Business Process Status and Onboarding Status of the invitation. 

Click on "Actions" to open the invitation related actions. Click on the "Terminate Process" link.

Enter the following details on the terminate Process page.

Select a reason from the dropdown, enter a comment and click on the "Submit" button.

On the confirmation message, click "OK" to continue.

This confirms the process is terminated.

The terminated status will be updated for the transaction in the Invitation Console.

After termination, the Business Process Status and Onboarding Status of the invitation under the "Information" tab will also be updated.

Since no additional actions can be carried out on terminated transactions, the "Action" tab for this specific transaction will not display any options related to actions.

After the termination, the user whose process has been terminated will receive an email in the following format.

There is also another way to terminate the process via Keyword Search. For more details, please click here.

Consider Process Complete

This option allows you to have the invitation status to be marked as complete. A sample scenario where this is useful is when the 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 selected invitation, click on "Info and Actions" link. 

This will open the "Information" tab as given below. Under this tab, the employee's job details and the onboarding status of the invitation are shown. After process completing the transaction through this console action, these statuses will change.

To force complete the invitation process, navigate to "Actions" tab and select "Consider Process Complete".

Click "OK" to continue.

After confirming this action, the invitation will be process completed and the status will get updated to "Invitation Completed".

Invitation Console

The Business Process Status and the Onboarding Status under "Information" tab will show the updated data.

Another way to perform this action is through Keyword Search. For more details, please click here.

Restart Activity

Restart Activity allows for a specific Onboarding activity to be redone in case there is a mistake or new information to be added. This action is available for invitations which are in progress status. The activities showing in the Restart Group vary depending on the user role type and how far the New Hire process is in progress, which is how many activities have been completed.

An example of a restarted activity for HR Specialist role type is discussed in detail below:

Consider a New Hire process which is in progress with "Verify Information" activity completed. 

Note: You can view the pending activities for the invitation in My Tasks Console

For the selected invitation in the Invitation Console, click on "Info and Actions" link.

The onboarding status of the invitation before activity restart can be seen under the "Information" tab. After activity restart this status will be updated. 

Click on "Restart Activity" from Invitation Console actions as shown below:

Select an option in the Restart Group drop down depending on which activity you want to restart.  Each option in the Restart Group is a collection of different activities that was previously configured.  

Options showing in the Restart Group drop down for a HR Specialist role:

After selecting an option in the Restart Group, enter a comment and click "Submit".

Click "OK" to continue.

This confirms the activities have been restarted.

The New Hire receives the following email about the restarted activity. By clicking on the link given in the email, the New Hire can login to their onboarding process and complete the pending activities.

The restarted status will be updated in Info and Actions under "Information" tab as shown below.

The pending activities for the restarted invitation can be seen in My Tasks Console as shown below.

Once the New Hire completes their pending activities and submit the process to HR, the HR Specialists can complete their tasks by clicking on the activity link showing up in My Tasks Console. 

Another way to perform restart activities is through Keyword Search. For more details, please click here.

Set/View Important Dates

This action allows admin users to set important dates for a specific New Hire. The dates entered here are automatically shown on the candidate's homepage. 

For the selected invitation, click on "Info and Actions" link and select "Set/View Important Dates" under Actions.

The page displays as below:

Enter values in the fields as shown and click Save. The saved values are available for editing later.  The date(s), time and description entered here are shown on the candidate's home page.

Another way to set/view important dates is through Keyword Search. For more details, please click here.